Smarter Purchasing - A Better Way to Buy

What is Smarter Purchasing Electronic ordering system allowing everyone to buy goods and services Catalogue and non catalogue buying Orders will be approved electronically Goods will be receipted directly by goods inward staff Invoices will be received centrally by Accounts Payable and will not require further approval where they agree to the order and goods are received

Why are we doing it Simplicity and efficiency: to ensure that our purchasing process is simple and efficient to use for everyone right from placing orders to paying for goods Better decisions: the right people in Departments are making the right decisions on what to buy at the order stage as this is when the University commits to purchase a good or service Better buying: Smarter Purchasing will allow price comparisons to be performed on good/ services supplied by 60 + suppliers to ensure what we buy meets our needs and is the best value for money Improving supplier relations and terms: currently, many suppliers are paid late which has a negative impact on our relationship and our ability to negotiate better prices with them. Smarter purchasing will allow suppliers to be paid on time and put us in a much stronger position to drive the costs of purchases down

What are we not changing Please still use Purchase Cards for: low value, high volume purchases that are not on our catalogue http://www2.le.ac.uk/offices/finance/smarter-purchasing/questions... one time suppliers as this is cheaper and more efficient see your Departmental Purchasing Expert for these type of purchases Departments can still not pay a supplier if goods/ services are not right but you must tell us via your Department Purchasing Expert Where an invoice price differs to the order the department will make the decision on whether to pay it Safety products still need a safety approval

https://connect.le.ac.uk/sp_order/ Ordering demo https://connect.le.ac.uk/sp_order/

Questions on ordering

https://connect.le.ac.uk/sp_approval/ Approval demo https://connect.le.ac.uk/sp_approval/

Questions on approvals

Resources to get up to speed with the system Training sessions starting w/c 17 Feb 2014 User guides available via website to support all stages System Demos Website Departmental Contacts Department People Chemistry Phil Acton, Sara Mounteney and Chris Goddard III Rebecca Draper and Sushila Rambhai Biochemistry Barbara Birch CPP Karen Monger and Amanda Fisher ITS Wendy Ferguson and Avril Vilcins Central Richard Griffiths, Jon Gunnell, Zoe Chandler and Emily Ledson

Launch date 3 March 2014