P2PFAQ

P2P and Backtraq Frequently Asked Questions

Q.        What do I do when I receive an internal purchase requisition?

A.        Forward it to Esshelp@ncl.ac.uk who will raise a “New Work” job in Backtraq and input the appropriate cost centre for automatic recharging.

Q.        Where will the original purchase requisition be stored?

A.        The ESS helpdesk will scan them to a folder “Quotations and Tenders” on the General drive which you will be able to access?

Q.        What is the procedure for multiple purchase orders on the same job?

A1.      If the vendor has a limit order edit the Backtraq job screen with the vendor’s name and any text you require which will provide information, save the changes. Phone the vendor and tell them the Backtraq job number and the limit order number.

A2.      If the vendor does not have a limit order, edit the Backtraq job screen with the vendor’s name and any text you wish to have placed on the order to the vendor, save the changes. Raise a purchase requisition with the vendor’s name, vendor number, product code and Backtraq job number on it. Phone the vendor and tell them the Backtraq job number, the purchase order will automatically be sent to them.

Q.        What if the job is for accommodation or someone else?

A.        As long as there is a Backtraq job number and the asset has the correct cost centre attached then you can use a limit order in the same way as above, the job will be recharged automatically.

Q.        How many items can I put on a requisition?

A.        As many as you like as long as they all have the correct details i.e. vendor’s name, vendor number, product code and Backtraq job number.

Q.        How will I track where I am with rechargeable jobs?

A.        All Improvements and rechargeable jobs will be classed as “New Works” on Backtraq, make sure the box is ticked in your filter.

Q.        What do I do if I want to raise a purchase order for a defect?

A1.      If the vendor has a limit order edit the Backtraq job screen with the vendor’s name and the text you wish to place on the order to the vendor, save the changes. Phone the vendor and tell them the Backtraq job number and the limit order number.

A2.      If the vendor does not have a limit order, edit the Backtraq job screen with the vendor’s name and the text you wish to place on the order to the vendor, save the changes. Raise a purchase requisition with the vendor’s name, vendor number, product code and Backtraq job number on it. Phone the vendor and tell them the Backtraq job number, the purchase order will automatically be sent to them.

Q.        Where do I keep quotations and tenders?

A.        Scan and save them to the General drive/Quotations and Tenders/Maintenance and then by job number or building.

Q.        Do I have to tell C.S.O when to recharge jobs?

A.        No, recharging is done automatically when jobs are completed by Direct Works or when invoice costs are placed against the job number.

Q.        What do I do when I receive a Space/Project Request Form to follow up on?

A.        Assess the works and provide a quotation to the client, if they agree then ask them for an internal purchase requisition and forward it to CSO who will raise a “New Work” job in Backtraq and input the appropriate cost centre for automatic recharging.

Q.        How do I get a copy of a purchase order?

A.        You must annotate the requisition to say that you require a copy; one will be emailed to you. If you do not wish the vendor to receive a purchase order you must annotate the requisition to say this.

Q.        When is “New Work” actually new work?

A.        The “New work” button is only to be used for Improvement works everything else must be classed as a defect or planned maintenance.