Frequently Asked Questions

Goods Receipt and Invoices

What happens to deliveries if my School/Service is split over several sites across the campus?

The system will have a tailored address list available to your user ID so that you are able to select the delivery address you wish.

If the items are ordered centrally how will we know who they're for?

Many schools currently operate centralised purchasing so goods receipting will operate in much the same way as it does now. Someone will have asked for the goods to be ordered and a record will be maintained of this. A web form is being developed to remove the need for paper requisitions.

Do delivery notes have to be sent to the central team to trigger payment? If not how will the central team know what goods we have received?

The person receiving the goods (or nominated individual with the goods receipt role) should process the goods receipt note. If the the item has not been goods receipted but the invoice has been received by the central team, an email will be sent to the the approver of the shopping basket to ask them to accept or reject the invoice. If the goods receipt has been posted on the system a three way match process will be used to clear payment of the invoice. If there is not a match the invoice will be sent to the approver of the shopping basket to to ask them to accept or reject the invoice.

What if we don't receive a delivery note from the supplier?

Upon receipt of the invoice for goods the central team will send you an email asking you to either authorise or hold/reject payment. Service and limit orders do not require goods receipts to be entered into SRM. Payment of service and limit orders will be subject to a two way match and will be blocked automatically until the appropriate authoriser has approved their release.

What if I need to delete a goods receipt posting?

Goods receipt postings can be deleted and re-posted in SRM.

What if I need to return a delivery?

There will be a return delivery option within the goods receipt functionality of SRM.

Sometimes I receive an invoice that I would dispute. How will this work with P2P?

If the purchase order matches the goods receipt and the invoice, i.e. there is a three way match, there is no dispute and therefore the invoice will be automatically paid. If there isn't a match then the central team will issue an email asking a school or department nominee for authorisation and at this stage any dispute would be raised.

How will the central team know who to contact for approvals, invoice release, etc?

The central team will have the details of all school and service nominees. Invoices received without any purchase order details will be returned to suppliers.

How quickly will invoices be paid?

Invoices currently take an average of 22 days to be keyed on to SAP. With P2P it is intended that all invoices will be received electronically or scanned within 24 hours of receipt. They will then be passed for authorisation as necessary or automatically paid during the weekly payment run if the purchase order and goods receipt match.

Can we pay parts of an order over the course of a year, for example an annual maintenance contract paid on a quarterly basis?

In P2P there is functionality called "Limit Order" which is designed specifically for this purpose. Limit orders can be called off as and when required and closed when complete. They are a very useful tool. Limit orders do not require goods receipts to be entered in SRM. For more information on limit orders click here.

Who will suppliers contact regarding payment queries?

The central Accounts Payable team will be the first point of contact for supplier payment queries with users being contacted as necessary thereafter.

Will I still be able to access original invoices if required to do so for audit purposes?

Invoices will be available to view electronically via SAP. Once the new system is established we will be working with HMRC, the European Commission and other such regulatory bodies to seek approval to scan and shred invoices on receipt. Until this approval is in place the University will continue to store original invoices.