Purchasing Advice

Goods are ordered via the FIS (Financial Information System)

The FIS ensures goods orders are submitted, approved and sent to the supplier electronically. The goal is to streamline ordering through preferred suppliers where possible. The advantages:

- No overspends on accounts as orders will not go through if the funds are not in the named account.

- Researchers have tight control over their budgets as only they can approve their own accounts

- College can see how financial resources are being used in each area of college

How it works in Civil Engineering:

If you wish to order something you are considered a “requester”. The requester (You!) needs to contact a member of staff who has been trained on placing orders on the FIS. These departmental staff members are called “Preparers” as they prepare and submit the requisition. Information required:

1. Get approval from Account holder / your supervisor to proceed with an order
2. Simplest option is to obtain a pdf quote from supplier and email to a Preparer. Alternatively supply:
3. Supplier Name
4. Product part number & accurate description (match the supplier catalogue where possible)
5. Price
6. Include DELIVERY COST

Currently the main “preparers” for laboratory equipment are Mary Curley and Daniel Wearen. Mary takes care of a broad range of items including computers, printers, cartridges and stationary.

When a preparer submits an order into the FIS they enter the account to be charged. The owner of the account is then automatically contacted by the FIS with an email seeking their approval for the order. They approver then replies to the email – if they reply “approve” then the order should be automatically be emailed to the supplier.