Purchasing and Sales

Service Description

The Purchasing system provides processes to allow users to order, receive and pay suppliers for goods and services.

The Sales system provides processes to allow users to sell and invoice customers for goods and services.



  • Create a requisition form
  • Supplier catalogue maintenance
  • Order goods / services from an online vendor
  • Order goods / services from an non-online vendor
  • Creation of VAT exemption certificates
  • Shopping cart approval
  • Confirm goods receipts
  • Process a supplier invoice
  • Process a supplier credit note
  • Process invoice exceptions (for example, quantity and price differences)
  • Pay supplier invoices
  • Purchasing reporting for unit managers and the central Procurement team
  • Maintenance of supplier master data and related data (for example, Product Categories)
  • VAT and INTRASTAT reporting


  • Sales ordering
  • Billing for student and non-student customers
  • Research billing
  • Cash sales
  • WebStore sales
  • Credit management
  • Debt chasing all customers
  • Customer master data maintenance
  • Sales material maintenance
  • Interface to Web Page Marketing (WPM) for WebStore sales
  • Collection agency processing
  • Aged debt reporting
  • Debt write-offs
  • Customer remittances
  • Customer refunds
  • Cash desk processing
  • Sales analysis
  • EC Sales statutory reporting


All University staff can raise a purchase requisition.

Shopping Carts can be created by staff with the appropriate SAP account and role based authorisations.

Approvals can only be carried out with users having the required financial authority (typically a role carried out by managers).

Service Hours

Systems are normally available and supported during core business hours 8.30 – 17.00hr Monday to Friday, excluding University closure periods. Certain systems are available, outside of the above hours but not normally supported.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

All data is securely held and backed-up daily.

Support and Documentation

An introduction to the University’s business systems starts at http://www.ncl.ac.uk/itservice/adminsystems.

Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training/.

Additional support is available via the IT Service Desk on 0191 208 5999 or it.servicedesk@ncl.ac.uk.

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

Access to the core business systems:

  1.  http://www.ncl.ac.uk/itservice/sap/accesstosap/

To request changes to the system:

  1. A request form needs to be completed using the following link or at the relevant development group meeting: https://crypt.ncl.ac.uk/helpdesk/business-systems/NU-Change-Request-Template.pdf

Requests for any other aspect of the service should be made via the IT Service Desk on 0191 208 5999 or it.servicedesk@ncl.ac.uk

User Responsibility

Users are expected to make use of the documentation before contacting the Service Desk for help.