Work Instructions
March 2012
Limit Orders
In order to reduce the numbers of requisitions and purchase orders sent from ESS some
contractors have been given limit orders, this is an order for small repetitive services or works for
specified length of time, the limit order should be used for small cost items usually up to
£1,000.00.
Note a contractor may have a limit order but may not necessarily be a contracted supplier;
university financial regulations apply to all limit orders.
Quotations for limit order works should be stored in the “Quotations, Valuations and Tenders”
folder on the General drive
To use a limit order a job must be raised in Backtraq fm, the vendor should be notified of the job
number and that it is to be invoiced on the current limit order, vendors should include the limit
order number and the Backtraq job number on all invoices or payment may be delayed.
The Backtraq job should be edited to show that details of the work requested from the vendor.
Purchase Orders
From time to time there will be a need to raise a purchase order for one off items or for works of a
value such where the limit order should not be used, usually works over £1,000.00.
To raise a purchase order you should complete an electronic requisition, you will need a quotation
or tender, in accordance with university financial regulations, which should be stored in the
“Quotations, Valuations and Tenders” folder on the General drive and a Backtraq fm job number.
If you need a copy of the purchase order you should ensure that a comment is made to this effect
so that Customer Service are aware, likewise if you do not want the price to be shown on the
purchase order you will have to annotate the requisition to show this.
The vendor should be notified of the job number and the purchase order number both of which
should be quoted on all invoices otherwise payment may be delayed.
The Backtraq job should be edited to show that details of the work requested from the vendor.
Space, Project Request Forms (SPR’s) & Internal Purchase Requisitions
Space, Project Request forms (SPR’s) are completed by schools when they require a project to be
priced, the school contact submits a form to the Faculty Liaison who will endorse the project
ensuring that there is funding for the scheme, the form is then forwarded to the ESS Planning
Team who in conjunction with the Head of Improvements, Capital Development Manager and
Head of Maintenance allocate the project to a team.
When you are allocated an SPR you should arrange to see the school contact and obtain costs for
the work. Once you have submitted costs to the school contact and the work has been authorised
you should obtain an Internal Purchase Requisition for the work.
The Internal Purchase Requisition should be forwarded to Customer Service who will raise a raise
a “New Work” job in Backtraq fm and input the appropriate account code for automatic recharging
(see “New Works” in Backtraq fm).
Internal Purchase Requisitions are stored on the General drive in the Quotations, Valuations and
Tenders folder.
In some cases particularly for minor improvement works such as decorating and additional socket
outlets etc. an SPR is not required, you may just receive an internal purchase order for the work
which can then go ahead. You should forward the internal purchase order to Customer Service
who will raise a “New Work” job in Backtraq fm and input the appropriate account code for
automatic recharging.
Internal Purchase Requisitions are stored on the General drive in the “Quotations, Valuations and
Tenders” folder.
Internal Purchase Requisitions and Fixed Price Works
On the ESS website is a schedule of fixed price works, schools may wish to raise an Internal
Purchase Requisition for fixed price work and send it directly to Customer Service who will raise a
“New Work” job in Backtraq fm and input the appropriate account code for automatic recharging.
Internal Purchase Requisitions are stored on the General drive in the Quotations, Valuations and
Tenders folder.
Completing Jobs in Backtraq
It is important that you complete jobs in Backtraq when they are physically completed not when
the invoice arrives, service level standards are measured on job completion and the delay whilst
waiting for an invoice will affect the statistics.
Any costs associated with a completed job will automatically be settled during the weekly
settlement run however any further costs will be picked up at later settlement runs.
Recharging Work
Recharges for “New” or improvement works is carried out automatically as long as the correct
account code is attached to the Backtraq job. When managing rechargeable works you should
check that the correct account code is being used.
All works for accommodation and Hospitality Services is automatically recharged as their account
codes are attached to all of their assets.
Invoicing and Feedback Procedures
All invoices for services or works will be channelled through to Customer Services from the Central
Finance Team. Customer Services will look for the Backtraq job number on the invoice, check that
it has not already been paid and forward the invoice to the appropriate person for approval; if it is a
limit order they will also edit the Backtraq job to show the additional costs of contractor’s works.
It is important that you respond to invoice approval messages in a timely fashion, if there is a
reason why the invoice should not be paid you must inform Customer Service to place the invoice
on hold, you will receive reminders about the invoice from time to time.
You can track the cost of every improvement job and limit order job using the Backtrack fm
system.
“New Works” in Backtraq fm
When putting a job on to the Backtraq system you should ensure that the “Defect Request” button
is filled (see below), unless the job is being raised as a result of an Internal Purchase Requisition
or it is being carried out on a project code such as an MIP, IMW or LTM account.
If the work is for Accommodation and Hospitality Services or others who already have their
accounts in Backtraq fm then the “Defect Request” button should be filled unless the work is an
improvement request no matter how small.
There is a “frequently asked questions” document which accompanies these work instructions.