Product Request Form
(All Non Catalogue orders)
The “Product request form” should be used for all non-catalogue purchases and can be used
whether or not a supplier for the product is known.
The form can
be found in the
Campus and
Commercial
Services
showcase on
the Home/Shop
page
To launch the
form select the
“Product
Request Form”
icon”
IMPORTANT INFORMATION REGARDING NEW CONTRACTS (LIVE PERFORMANCES) –
ARTS CENTRE
YOU MUST ASCERTAIN WHO WILL BE INVOICING THE UNIVERSITY OF WARWICK
PRIOR TO MAKING THE BOOKING IN ARTIFACTS. WHERE SUBCONTRACTS AND/OR
ALTERNATIVE PAYEES APPLY PLEASE SEEK GUIDANCE FROM YOUR DESIGNATED
FINANCE OFFICE CONTACT FIRST:
http://www2.warwick.ac.uk/services/finance/aboutthefo/fosections/fincon/ap/contacts/ap_cont
act_list.pdf
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The form will launch in a new browser window
This is where you begin to create your cart (please note
the information at the top of the form)
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For purchases where the
supplier is unknown please
select the “Unknown”
vendor.
(Begin typing “UNKNOWN”
in the text box and select
the name which appears
below your text this will
populate the supplier field)
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If you know the supplier:
1 .Supplier Search (if your nominated supplier is currently on OPeRA their name will
appear in the search results. Select the name and the supplier details will pull through to
your cart.
2. If the search results give a nil return you will need to enter their information manually
Select the “Enter
Manually” option
Complete the “Supplier
Name” and ensure that
the “Manual” Box (under
the Distribution
section) is ticked
You do not need to
complete the DUNS
No, Supplier Phone,
Supplier Fax, or Web
Address (supplier email
is optional)
The Procurement Team
will be responsible for
checking the supplier
details and establishing
if the goods can be
sourced via an existing
contract. Where a
contract does not exist
the team will then
verify the supplier
details in accordance
with Financial
Regulations and take
necessary action to
approve your order.
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Use this box to
provide the
Procurement team
with useful
information
regarding the
purchase (including
web links)
Insert *catalogue number, product description, quantity required and net unit price
*you could also use a quote reference number or if you don’t have a number insert N/A
Select the “Add and go to cart” from the available
actions and select “Go”
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“Proceed to checkout”
Your default is set to “Express Checkout”, here you can see a
general overview of your order, to expand a particular field select
“+”
The green tick indicates that the field has been successfully
completed
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The “Express Checkout” feature allows you to see a brief overview of
your cart, the green ticks indicate
…errors will be highlighted with:
!
and can be amended by
expanding the relevant field and selecting “Change”
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Special instructions can be added to the order via the
Notes” field
Internal Information - should be used for information/instructions to
University staff (i.e. Procurement Team)
External Information – is printed on the Purchase order and will be sent to
the supplier therefore use this option for Quotation references, special
delivery instructions etc.
Shoppers should assign their
cart to the designated Budget
Holder and will have only one
their checkout
screen
Shoppersoption
shouldon“Assign”
their cart
to the
Budget Holders have two options
designated Budget Holder and will have only
“Assign Cart” and “Submit Requisition”
one option on their “Checkout “screen
(see Budget Holder View)
Budget Holders – have two choices, “Assign
Cart” (if you need another user to review the
details) and “Submit Requisition”
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Should you need to send paperwork with your order (i.e. quotation,
delivery schedules etc.) or have paperwork required by the
Procurement Team (APP forms, Tender Documents, additional
quotations from alternative suppliers etc.) you will need to access the
“Advanced checkout” before you assign/submit your cart
Select “Go to Advanced checkout” to launch the Requisition summary
screen. (See below)
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Select “add attachment”
Files can be located using the
“Browse” function (all files formats
will be supported)
Remember External notes and attachments will be sent to the supplier, quotations from
alternative suppliers, tender documentation etc. should be attached as an Internal
Attachments
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As with the express checkout Shoppers will
have only one option “Assign Cart”
Budget Holders – have two choices, “Assign
Cart” and “Submit Requisition”
The unique requisition number
is allocated once the cart has
been assigned/submitted in to
workflow.
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