PURCHASING PROCEDURES - University of Central Lancashire

17: APPROVED SUPPLIERS
1. Approved Suppliers
An approved supplier is one who has been authorised by the Head of Purchasing to supply
goods and/or services in accordance with Purchasing Procedures; Selection of Potential
Suppliers (section 5) and Dealing with Suppliers (section 9).
University personnel are required to utilise the existing Supplier base for the supply of goods
and services. In considering a variation of supply a user must indicate their intention before
placing an order by completion of New supplier form. The Purchasing Office will then
consider the requirements of the user, evaluate the supplier and will confirm their decision
within TWO working days. The Purchasing Office will then inform the Creditors Office
within Financial Services of their decision by authorising the Application.
Purchase Orders must not be placed with Suppliers until approved by the Purchasing
Office. If the user has already placed an order they must be considered in breach of
Financial Regulations.
Where invoice documents have been processed directly to the Creditors office they will
verify if the supplier exists as an Approved Supplier. If the Supplier does not exist the
document will be returned to the budget holder. As the user will be considered in breach of
Financial Regulations the Head of Purchasing will consider any further action to be taken.
User concerns/problems should be directed in the first instance to the Purchasing Office. The
Purchasing Office will be responsible for maintaining the Supplier database on Agresso.
The payment of Approved Suppliers shall be in accordance with the Creditor Payment
Business Rules. The Purchasing Office can negotiate special terms subject to the cash flow
requirements of the University Group Treasury office to ensure the availability of funds.
Special payment terms must then be communicated to the Creditors office before the invoice
is received.
Purchasing procedures December 2011