Science Warehouse (SW) Requisition

Transcription

1 Science Warehouse (SW) Requisition Science Warehouse (SW) provides a customised e-catalogue (e-marketplace) web interface with the University s existing contracted suppliers for the provision of goods/services. SW are responsible for loading and managing goods content from suppliers relating to product, price, delivery and other critical information. To create a SW order: 1. Select E-Requisitioner workbenchrequisitions. 2. Select New Requisition from the Search Type drop down. 3. Click on SR - Marketplace (Sci-Ware) Requisition

2 You shall then punch out to SW Marketplace workbench for your user ID that show recent orders, saved orders, favourite products etc. 4. Click on Browse Suppliers From the Supplier index dropdown 5. Select Supplier you want to view product list End users can view contact, delivery and company information held against supplier. To view catalogue; 6. Select Search catalogue for chosen supplier to view contracted products and prices

3 End users shall be able to view the suppliers contracted products that the University has an agreement with either through a University contract, Government body sector agreement i.e. NWUPC. 7. Enter the quantity required 8. Click Add to basket for chosen item End users can continue on shopping picking items/products they wish to procure from suppliers catalogue, entering the required quantity amend adding to basket. 9. Click on view basket to view items you want to buy 10. Click on Checkout to punch out of SW marketplace and back into e5 System End users have the ability remove item(s) from their basket if it has been entered as a mistake by simply ticking box to the left and clicking on Empty basket to remove item(s).

4 Inputting SW Requisition Details Header Details The following details must be entered: 1. Enter the Requisition Title. Note a field with a red asterisk next to it indicates that this is a mandatory field. This can be used to identify each requisition created when searching from your Workbench. 2. The Circulation Code C9 shall be associated with all SW Requisitions created on e5 System. C9 Marketplace Order the system will input the mandatory circulation code for SW orders that should not be changed. The order will go through the normal authorisation process and will then be sent to the supplier via the SW marketplace. Enter any further descriptive text and or delivery instructions (contact name and room location- this is required for GRR system to enable onward delivery if goods are received in central location by error). These will print on the Purchase Order. Please add in contact details and phone number for the receiver of the goods/services. 3. Delivery notes (printed): Enter any further descriptive text and or delivery instructions (contact name and room location- this is required for GRR system to enable onward delivery if goods are received in central location by error). These will print on the Purchase Order. Please add in contact details and phone number for the receiver of the goods/services. The onward delivery details must be entered at Header Stage in where the supplier shall be notified of onward delivery/contact details for the order. 4. Select Edit. Note: The Location defaults to your Location Point for entering requisitions. This can be changed if you enter requisitions for more than one location within a faculty or department.

5 Line Item Details SW Order The following Line Item details shall be automatically populated: 1. Line Type: Standard. 2. The Supplier. This will populate the supplier address details. 3. Description: Product description populated from SW marketplace 4. Quantity: populated from SW marketplace 5. Unit Price: the price (net of VAT) populated from SW marketplace 6. Price Type: Actual Price populated from SW marketplace 7. Due Date: defaults to the day of creating order and can be changed 8. Delivery Location: Change default delivery location, if required. 9. Nominal: Is driven by the Item and will be populated automatically. 10. Personal requisition line notes (not printed): product information from SW marketplace for supplier shall be populated within this area and should not be amended or deleted. The following Line Item details shall be required to be inputted before submitting for authorisation; 11. Invoice sent to: enter invoice location code 9999C to ensure invoice delivery address is printed on SW order. 12. Cost Centre: Entre the appropriate Cost Centre. 13. Funding: Enter the appropriate Funding.

6 14. Personal requisition line notes: Enter any appropriate guidance notes for the Authoriser. These are not printed on the Purchase Order. 15. Additional line details: this is a mandatory field that requires you populate enabling you to create the requisition; as this information is not printed on the SW order end users can simply enter a full stop symbol (. ) to override the mandatory requirement. 16. Select Validate Line. If you get Validation errors see Page Error! Bookmark not defined.. Once you have validated the Line Item detail end users have the ability to amend the Tax details of the order if required 17. Select Show Tax Details to amend VAT if required. EXE; to be used where goods/services will never have VAT ZER; to be used where good/services are to be used for medical research purposes that would normally have standard VAT Note: End users must ensure that they enter the correct VAT code for the order as there is no circulation code to enable printing of VAT EXEMPT certificate for orders as per normal standard e5 orders. To ensure that VAT EXEMPT certificate is printed for SW orders the VAT code to be used is ZERO VAT code. Note: The Cost Centre will overwrite this with the correct handling coding and you should not change the handling code. 18. Select Show Tax Summary to review the VAT. 19. Select Close. 20. Select Amend.

7 If all details are entered and correct and you are ready to submit your Requisition for Authorisation: 21. Select Submit Requisition. You will see the Requisition number at the top of the screen if successful. Once the requisition has been authorised, order created and authorised it shall then be sent to the supplier via the Science Warehouse marketplace portal.