Help Desk: Extension 5217
The University’s Finance Directorate has undertaken an ambitious project to enhance its current Procure to Pay (P2P) processes. The purpose of the project is to deliver a robust automated end-to-end P2P process. The new P2P process is underpinned by various software packages which are configured to deliver automation of the process, in a secure and auditable manner; with the benefit of improved Management Information and KPI reporting.
The P2P process covers the initial request to make a purchase, the process of selecting the goods or service, approval of the request to make a purchase, receipt of the goods or service and the transaction made to pay for the goods or service purchased.
E - Procurement
Queen’s University is committed to making the Procure-to-Pay process easier, faster and more efficient, with all documents accessible on-line.
- Shopping on-line via the Science Warehouse e-Marketplace
- Reduced paperwork
- Easier management of your budget through real-time financial reporting showing commitments
- Visibility of complete process throughout Schools and Directorates
- Faster payment to suppliers
- Improved Management Information and KPI Reporting
- Automated Invoice Registration
People who can raise requisitions for goods or services required by the University; products can be selected by going shopping in Science Warehouse and bringing the basket back into Qfis to complete the requisition and workflow it for approval, or by entering a free format requisition in Qfis.
People responsible for checking requisitions comply with the University’s Procurement regulations.
People responsible for the budgets against which the cost of purchases will be allocated.
People responsible for receipting goods and services in Qfis.
Setting up a new supplier
A Requisitioner or Nominated Buyer completes a ‘New Supplier Request Form’ from the following website:
Once the form has been received and authorised by Procurement, the supplier will be set up on system by Payments, and a requisition can then be raised for the supplier.
Requisition Creation & Approval
Purchases can be made via the following methods:
enabling Requisitioners to select items from pre-loaded Queen’s approved supplier catalogues on Science Warehouse; when the Requisitioner checks out their basket it populates a requisition in Qfis, minimising the data the Requisitioner needs to enter before the requisition is work-flowed for approval.
for goods and services not available through Science Warehouse, Requisitioners can enter Free Format Requisitions directly into Qfis.
Requisitions can be entered for multiple suppliers and multiple projects. If a requisition is for multiple suppliers Qfis will automatically split the requisition into one Purchase Order per supplier and workflow each for approval. For multiple projects, the Nominated Buyer for each cost centre linked to the selected projects will receive an approval task.
Approval is a two-stage process for non-Research Project purchases:
- Nominated Buyer
- Budgetary Approver
Approval is a three-stage process for Research Project purchases:
- Nominated Buyer
- PI Approver (approving purchase on behalf of the Project)
- Budgetary Approver
All Purchase Orders above £2,500 are work-flowed to Procurement for approval.
Once a Requisition is approved the Requisitioner receives a message from the system informing the Requisitioner of the Purchase Order numbers. The Requisitioner can track the order through the approval process via on-line enquiries in Qfis.
Automatic Purchase Order Creation and e-mailing to Supplier
Once a Requisition is approved there is a background process which generates the Purchase Orders. There are four Purchase Order Variants in P2P:
- Standard Order
- No price shown (Hide Price)
- Estates MTC Order
- Medical Exempt Order
Purchase Orders will be automatically e-mailed as a pdf document to suppliers where an ‘Orders’ e-mail address is held in Qfis. Where no address is held, the PO will be e-mailed to the Requisitioner for onward transmission to the supplier.
Science Warehouse Orders
For Requisitions originating in Science Warehouse, the suppliers receive their orders via Science Warehouse. This is an automated process with Qfis transmitting approved orders to Science Warehouse.
A ‘Blanket Order’ is a Purchase Order raised to cover goods or services ordered on a regular basis from a supplier e.g. laundry, document storage, professional services etc.
A Blanket Order is raised for a specific period and for a maximum value against which users draw down (or call off) their requirements. Raising a Blanket Order follows the same process as raising any other order. A Requisition is raised, approved and the Purchase Order generated and sent to the supplier. The supplier should quote the Purchase Order number on all correspondence with Queen’s, e.g. delivery notes, works orders, and most importantly on invoices.
Goods and Services should always be receipted in Qfis
When goods or services are received it is essential that they are “Goods Receipted” in Qfis by a Receiptor. This allows a 3-way match of the PO/Goods Receipt/Invoice and enables the supplier to be paid. Services that are not physically delivered i.e. flights, maintenance etc. also need to be receipted.
What happens if I forget to Goods Receipt?
When an invoice is scanned into the system, if the PO relating to it has not been fully or partially GRN’d, the Requisitioner will receive a Missing GRN Task (MGRN) task, if you receive a MGRN task, you should action it immediately within Qfis.
When an invoice is scanned in by Central Payments and the invoice matches the GRN and PO it will be automatically approved for payment. Ensuring POs are as accurate as possible and goods/services are receipted promptly, will minimise the number of invoices work-flowed back to your Nominated Buyers for review.
How do I check if an invoice relating to a PO is paid?
Simply click on the relevant enquiry on your Qfis menu, the Payment column indicates how much has been paid against the PO (summary/detail etc.)
The invoice image(s) can be viewed any time from the workflow enquiry.
What do I do if an invoice is on hold?
Invoices may be on hold for a number of reasons, examples are:
- Goods/services haven’t been receipted on the system
- The invoice value is higher than the value GRN’d
You can see if the PO is awaiting a GRN or who the invoice has been work-flowed to for approval in the workflow enquiry. Unmatched invoices require approval from both a Nominated Buyer and a Budgetary Approver.