Where is my order

Background

Once you have placed an order via IRIS Financials Purchasing, your goods should arrive promptly. However, the time between ordering and receipt of the goods will depend on a number of factors, such the time for the budget manager to approve (and any other internal approvals for higher value goods), and the suppliers delivery timeframes.

If you have not received the goods, or you just want to check the status then follow the guide below.

Did you place the order on IRIS Purchasing and click "Post Order"?

If you have received an automated email from IRIS Financials confirming the PO has been raised or approved, you can skip this step. If not then expand this section and follow the guidance:

How can I check?

View the ordering page of the Finance Hub to ensure you placed the order correctly on IRIS Purchasing.
If you placed the order on IRIS Purchasing you should have received a draft Purchase Order (PO) number (this will be five digit number), you can copy and paste the following URL into your web-browser to view this order on IRIS Purchasing, you should replace the final five #'s with the PO number of the order you are checking.
- - https://lat.edufin.co.uk/psonline#!/purchasing/order/#####
This should show you the order you placed.
- If the order still shows a "Post Order" button, then you may have omitted to click this button, you should check the order is correct and then click this button to place the order.
- If the "Post Order" button is not showing, then move to the next step.

Has the order been approved on IRIS Financials Purchasing?

If you have received an automated email from IRIS Financials confirming the PO has been approved, you can skip this step. If not then expand this section and follow the guidance:

All orders must be approved on IRIS Financials before they are committed. For lower value items this may be one approval from the budget manager, however for higher value items it may need more than one approver. Also, all orders regardless of value will need to be approved by your local Head of Finance as well as the budget holder.

You (as the person who placed the order) should automatically get an email from IRIS Financials confirming when the PO has been fully approved. If you have not received this email then the order has not yet been approved by one or more approver.

How can I check?

To view the order online you will need the five digit purchase order number (which you should have obtained when placing the order). You can copy and paste the following URL into your web-browser to view this order on IRIS Purchasing, you should replace the final five #'s with the PO number of the order you are checking.
- - https://lat.edufin.co.uk/psonline#!/purchasing/order/#####
Look at the "Authoriser" column and if it shows a person's name, then this is the person who needs to approve the order for it to progress. Please follow up with this person directly as to why they haven't approved. Please allow a reasonable amount of time before chasing approvals.
Once this person approves, if the item requires further approval you will see the name change to the next person who needs to approve the order. Again follow up with them directly if necessary. Please allow a reasonable amount of time before chasing approvals.
If the "Authoriser" column shows *AUTHORISED* then this means the PO has been fully approved and should have been sent to Finance to process.

Has the PO been sent to the supplier?

Only move to this step if you have received the automated email from IRIS Financials confirming the PO has been approved, if not check the above first.

Once the order is fully authorised on IRIS Financials Purchasing it will automatically be sent to the supplier and/or yourself as the orderer (depending on what option you selected when you placed the order). In either case you should have recieved the email, so you can check that email to see if the supplier was included or not, and if it was the correct email address for the supplier.

If you have received the automated email from IRIS Financials confirming the PO has been approved, but you have not been copied into an email to the supplier with the PO attached, then please contact the Finance Team.

If the PO email

How can I check?

Check your email inbox for the email you received which had the PO attached:

1) If this was not received, you should contact the Finance Team to see if there is an issue with the PO. Please quote the PO number in any correspondence.

2) If this was received, check if the supplier was included in the email too.

If you selected for the approved PO to only be sent to you, then ensure you have forwarded this on to the supplier.
If the supplier is included, check that the email address is correct. If you think there is an issue with the email address you can forward this PO approved email to the supplier using the correct email address, but also following up with the Finance Team to get the supplier email address corrected on our system.

Have the items been delivered to the Academy, but not yet made it to you?

If you know that the PO has been sent to the supplier, and the suppliers usual delivery terms have passed, the items may have been delivered to the Academy site, but have not yet been passed on to you yet.

How can I check?

You should visit the front reception or facilities team (whoever usually takes deliveries) to find out if the order has arrived and where it may be.

Is there a delay at the supplier?

If you know that the PO has been sent to the supplier, and the suppliers usual delivery terms have passed, then there may be a hold-up at the supplier.

How can I check?

If you have a contact at the supplier, then you can contact the supplier directly, quoting the PO number, and ask for the status of the order. This is often the fastest way to resolve the situation.
You can also contact the finance team quoting the PO number and ask them to look into the missing items.

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