1. Agree details
If you do not have a catalogue listing, it is important to agree the following between both departments before the buying department raises the requisition (if there is a catalogue, this will contain all relevant details):
- Quantity and unit of measure required
Note: The price may include un-reclaimed VAT, but MUST NOT include a profit element for the selling department.
2. Check purchase order
When a purchase order is received, check that it includes:
- Clear buying department contact details
- Agreed quantity, unit of measure and price
If the item(s) is/are no longer available, it is important to contact the buying department so that they can cancel the Purchase Order. If any details are missing, or the details are not as agreed with the buying department, you should return the Purchase Order to the buyer with an explanation.
Note: If your department does not currently receive email notifications for internal trade orders, this option should be set up via the Helpdesk. The notifications should be sent to a generic email address, which can be accessed by an individual or group of users e.g. firstname.lastname@example.org.
3. Provide goods/service
It is important that the goods/services are supplied exactly as per the Purchase Order. If there are any differences, these should be investigated before delivery.
4. Generate & match Payables invoice
Departments Raising Invoices: the invoice is raised within the internal trade responsibility in Oracle. An invoice header should be created, and matched to the purchase order. Then an additional revenue line must be added. This will code the selling departments' revenue. Refer to the 'Add the Revenue Line to an Internal Trade Invoice' helpsheet in the Internal Trade section of the online 'How to' portal. Any invoices raised must equate to zero and be properly validated to prevent future open invoice issues.
Centrally raised invoices: for departments who do not enter Payables invoices and have an agreement with the Finance Division Payments Team to do this on their behalf, an Internal Trade Invoice Request Form (XLS) should be completed and submitted it to the Payments team.
Please refer to Accounting principles for recharges for information on coding.