How To Raise a REQ Order

Please raise a Requisition for purchase of any goods or services that need to be ordered. 

Log into PSF Online with your unique Username & password:  https://wey01.psfcloud.com/PSOnline

Please do not google PSF login as this will not take you to our website

Click on the Requisition Icon

A list of suppliers should be displayed, type the name of your supplier and click on the supplier you wish to select.

If the supplier does not exist a new account may need to be set, please email Finance@wmat.org.uk

with the details of the supplier.

A Requisition will then be created with the relevant Supplier populated.

You need to ensure the correct Delivery address is displayed, the FAO field is completed with your Name and Department and any special notes. 

Add the items you require, starting with the item code in the Stock field, if the supplier has a catalogue loaded into PSF when you tab or click into the next field it will automatically populate the description and price fields, otherwise you will need to complete these fields.  The VAT should automatically default to S20.

Select the quantity of items required, this should update the Net & Gross figures.

You will now need to select which budget the costs are coming from by clicking in the Nominal and Account fields, then clicking on magnifying glass and selecting the correct codes  (see Nominal code document)

Once you have confirmed the line is correct click on the tick, this will then verify all details have been inputted correctly and let you add another line.

TIP:  If you have any quotes you can drag and drop them on the Requisition logo and they will be viewable from the paperclip.

Once all lines have been added you can, if the check budget button is visible, click it to see the impact of this purchase on the chosen budget.  If you are happy to proceed, you can now Post the requisition. 

TIP:  If you are not ready to post the Requisition or would like to save a copy for a future order, click on the Star at the top of the Requisition and create a template name, these are unique to each user. To find a saved template, follow steps up to point 4, then click on the Star and select the template name.

A requisition number will be shown to confirm it has been placed. PSF will automatically email the relevant approver and once approved WMAT Finance will then place the order on your behalf. You will receive an email confirmation from PSF when both the Requisition and the orders have been approved, this is for your information only, please do not send any orders directly to suppliers as this will duplicate orders and costs (unless advised to do so by WMAT Finance)

Please note once goods are received you will need to Goods Receipt the items, please refer to ‘Goods Receipting in PSF Online’.

VARIATIONS – 

Amazon orders follow a slightly different process, please see below:

AMAZON orders – 

• You will need to raise the Requisition on Supplier AMA002xxx – Amazon Business

• To be able to identify the item in Amazon we need the individual Stock code from Amazon loading in the PSF Stock ID field, this is         be found in the web address after /dp/

• In the description field you need a brief description of the item

• All other fields should be completed as above.

If you have any problems creating Requisitions, please email Finance@wmat.org.uk

How To Goods Receive a REQ

Please follow these instructions once you have received any of the goods/services you have ordered on PSF. 

Log into PSF Online using your user name & password:

 https://wey01.psfcloud.com/PSOnline 

Click on the Good Received Icon

A list of all suppliers with current orders outstanding will appear (please note this may include orders you have not placed).  In the Search Criteria box type in the supplier you require and click on it to select.

Select the line(s) showing the item(s) and or services that have been delivered/completed, then Click Progress, you can amend the quantity received on the next page.  If all the lines are to be selected, click on the tick at the top of the column.

The items selected will then pull through to a Goods/Services Received document. If you have not received all the items or services ordered you need to amend the quantity by clicking on the blue pencil and editing the amount. 

The quantity should be reduced if items are missing or damaged because you have not received the full quota, once the goods/services receipt is correct click on Post Received Note. 

Please note by Goods/Service receipting items you are authorising Finance to pay the associated invoice(s), if there are any queries please do not GRN and email WMATFinance@weydonschool.surrey.sch.uk to advise of any missing or damaged items, or where you are unhappy with the service provided and would like us to withhold payment.

Reducing the quantity automatically identifies the number of items outstanding against the Purchase Order. When the additional or replacement items are received, you can repeat the GRN process, selecting the missing items.

If you have any problems goods/service receipting please email WMATFinance@weydonschool.surrey.sch.uk

How To Find a Budget Report

To view your up-to-date Budget Holder reports

Log into PS Online using your Username & password:

 https://wey01.psfcloud.com/PSOnline

Click on the Reporting Icon

You will now need to log in the Reporting Suit using your username & password 

Click on Reporting Suite and then Budget Holder Statement

Select the relevant Account (you may only have access to one), the Period, this should be August of the current academic year and Group By Nominals, and click on View Report.

You will now be presented with your up-to-date Budget Holder Report

If you have any queries with your budget holder report, please email either your Finance Manager or Finance@wmat.org.uk

How to submit Staff Expenses

Each school's business manager/operations manager will be able to direct you to the staff expenses form for your school.

All staff expenses need to have all supporting receipts attached and approved by their line manager. Once approved the signed form and supporting receipts should be scanned and emailed to finance@wmat.org.uk. WMAT central finance will process the expenses and these are normally paid within 2 weeks of receipt. 

How To Use Credit Cards

In School Emergency Credit Card Purchases.

When emergency purchases need to be made in school outside of WMAT Finances’ office hours, the credit card(s) held in the school may be used. However, we still need to ensure these purchases adhere to the MAT’s Finance policies requiring ALL spend to have dual authorisation.  

Please note during standard office hours, WMAT Finance are able to pay any supplier on their Credit Cards and will have larger credit card limits and potentially existing relationships with the suppliers.

PSF Requisition Process

1. Raise REQ as usual, selecting the supplier “Credit Card Purchases (School Name)”

2. Add ‘Paid by Credit Card xxx’ (xxx is the CC holders initials) in the comments field

3. In the description field paste the website item link for each item completing the quantity, price and coding as usual

4. Attach all documentation relating to the spend i.e. receipts, VAT invoices and order confirmations prior to posting your REQ. 

5. This REQ will now go through the normal authorisation process.

Hints & Tips for attaching emails to Requisitions

Open email and select ‘Print’ amend printer to ‘Microsoft Print to PDF’ and save in your local drive, you can then drag and drop it into the Requisition.