Purchasing Guidance - Estate Support Service
Purchasing in P2P
There are several options available for purchasing under P2P. For information on
purchasing cards and guidance regarding travel booking see separate guidance
note. This guidance note relates to purchasing through the SRM module.
Purchasing through SRM
There are three processes available for purchasing goods and services using SRM:
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From the e-marketplace (online catalogues)
As free text orders (describe requirement)
As a limit order (also known as blanket or framework orders)
Information on the different types of processes is available by clicking on the links
above.
Anyone who is not an SRM shopper will need to complete a web requisition form to
email their requirements to the Customer Services Team. The link to the web
requisition form is as follows:
Cut and paste this into your browser and save to your favourites for ease of use.
Instructions on how to complete the web requisition.

Click onto the link
http://www.ncl.ac.uk/p2p/about/purchasing/SRM/web_requisition.htm
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The form will populate with your University login user ID and name and date
of request. You can choose a delivery date if necessary.

Enter the storage location code (delivery address code). If you do not enter
a code Customer Services will assume 1st Floor, Agriculture as the
delivery address.
Codes are as follows:
1st Floor, Agriculture – C044
Direct Works – C045
See below for delivery address – X001 – you can then put a delivery address
in the Notes to Buyer section.

Select Central Services from the ‘Please select faculty’ dropdown.
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Select ESS from the ‘Please select a department’ dropdown.
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Select a Web User from the dropdown (these are specific areas within ESS)
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There is a box to tick if a VAT exemption certificate is required.
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Next you will need to add details of your purchase – vendor, product code
(this replaces what was the material code – see note 1 below), description,
quantity, order unit, account code and price. If your purchase is linked to a
job – please put the job number in the description field.
Note 1
Click on product codes for a list of codes and the mapping to material codes.

Once you have entered the vendor details etc click Update.
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If you need to order more than one item click Insert Item and repeat the
process. Click Delete if you wish to remove an item. Click Edit if you need to
change the details.

Notes to buyer – type in additional information/special instructions as
required such as delivery address, if you require a copy of the purchase
order etc.

If your requisition needs to be pre-approved by the budget holder you would
need to enter the name of that person in the ‘This requisition has been preapproved by: box’. (Please note that non budget holders will need to seek
pre-approval for purchases).
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If you require a copy of the requisition sent to someone else enter their email address.
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Click Submit to Buyer and the form will go to the email address of the Expert
Buyers (Customer Services).

A message will appear on your screen with an automatically generated
requisition number. In due course this requisition will be emailed by to you
for information.
Defaults – Please note
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All limit orders will be produced without a price and will not be sent to the
supplier automatically.
All free text orders for services will be automatically sent to the supplier but no
price will go on the order.
All free text orders for goods will be automatically sent to the supplier with the
price on.
If you do not want the default option please put a note in the ‘note to buyer section’
on your requisition.
Rev. Nov14/LE