REQUSITIONING, ORDERING AND RECEIPT OF GOODS
PROCEDURE
DOCUMENT CONTROL:
Version:
Ratified by:
Date ratified:
Name of originator/author:
Name of responsible
committee/individual:
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Review date:
Target Audience
3
Finance Infrastructure and Business Development Group
23 May 2013
Head of Procurement and Purchase Ledger
Executive Director of Finance and Information
18 June 2013
May 2016
All Staff
CONTENTS
SECTION
PAGE NO
1.
INTRODUCTION
3
2.
PURPOSE
3
3.
SCOPE
3
4.
RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES
3
5.
PROCEDURE/IMPLEMENTATION
3
5.1 Stock Ordering Via Logistics On-Line
5.2 Non- Stock Requisitioning/Ordering and Receipting
5.3 Receipting of Goods or Services
5.4 Urgent Orders
5.5 Quotation and Tendering Procedures
5.6 Single Quote/Tender Waivers
3
3
4
5
5
5
6.
TRAINING IMPLICATIONS
6
7
MONITORING ARRANGEMENTS
7
8.
EQUALITY IMPACT ASSESSMENT SCREENING
8.1 Privacy, Dignity and Respect
8.2 Mental Capacity Act
7
7
8
9.
LINKS TO ANY ASSOCIATED DOCUMENTS
8
10.
REFERENCES
8
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1.
INTRODUCTION
These procedures cover all of the organisations activity.
2.
PURPOSE
These procedures are set out in this document to ensure best practice is
undertaken and delays in the procurement of goods and services are
avoided.
3.
SCOPE
The principles set out in this document must be applied to all personnel who
have responsibility for the expenditure of non –pay budgets on goods and
services on behalf of the Trust.
4.
RESPONSIBILITIES, ACCOUNTABILITIES AND DUTIES
The Chief Executive has overall responsibility for the maintenance and
implementation of Trust Procedural Documents
The Executive Director of Finance and Information is accountable for the
implementation and maintenance this of procedural document
5.
PROCEDURE/IMPLEMENTATION
5.1
Stock Ordering Via Logistics on Line (Formally RDC)
We are currently encouraging all Wards and Departments to fully utilise the
Logistics on Line System to order stocked items. If you need further advice
on how to use the system or need setting up with passwords etc, please
contact the Purchasing Department.
5.2.
Non Stock Requisitioning/Ordering and Receipting
In order to Procure Goods/Services which are non-stock you will have to
utilise the web –based, Integra E-Series System. This is done by inputting
your requirements into the workbench, including the supplier (if known), the
quantity and the cost of the item (if known), once completed this will
automatically go for authorisation to the delegated authorised signatory or the
budget holder who is set up to authorise this value of expenditure.
When ordering IT equipment, the e-requisition will automatically go to the
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IT Department for approval before it is forwarded to to Purchasing, IT
equipment includes, PCs, Laptops, Printers, Hand Held devices and digital
transcription machines, check with Purchasing if you are unsure. It is
essential when ordering this type of equipment that the correct category code
is used as it determines the path it takes through the system and will cause
delays due to the goods not being technically appraised appropriately.
Also when ordering Medical Equipment a medical devices form must be
completed and forwarded to the Purchasing Department. A Medical Devices
Form is available for download under the Purchasing Section of the Trust
Website.
When the e-requisition is received within the Purchasing Department, it is
given to the relevant buyer according to which commodity group it belongs to,
ie: medical equipment goes to the medical buyer etc. The order is then
processed by the buyer, who will ensure best value and quality is obtained,
this is done by the use of national, regional or locally sourced suppliers,
mainly on pre-negotiated contracts.
This is then generated into a purchase order, which is e-mailed via the
Integra e-series system to the supplier. You can also view the progress of
your e-requisition/order via your e-series enquiry system. Information is also
made available to the Stores/GRN Clerks so they can check that the goods
or services are correct and accurate before they are receipted.
Please note if you have a requirement and are unsure of where to source it
from or need advice before completing an e- requisition please contact the
Purchasing Department, who will provide help and advice where required.
User set up, training and passwords for the e-series system can also be
obtained via the Purchasing Department.
5.3.
Receipting of Goods or Services
Goods Delivered into the Stores, St Catherines
Goods which are delivered into Stores by the Supplier are booked-in and
identified by the Goods Received Clerks and distributed by the Transport
Department to the Point of use. A signature is required by the driver to
confirm a parcel/roll cage has been left and securely receipted. The invoice
will then be registered and paid by the Purchase Ledger Department as the
goods have already been booked in.
Goods Delivered Direct to the User/Department
Where it has been arranged previously to have goods delivered directly to the
User/Department, the delivery note received with the goods should be
signed and either posted, faxed or a scanned copy e-mailed to the Goods
Received Clerks at Purchasing, Walnut Lodge, St Catherines This will then
be booked in and the invoice registered and paid by the Purchase Ledger
Department.
Booking In of Services
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As it is difficult to ascertain if a service is received or not, we have to book
them in from the Invoice issued by the supplier, as the full details of the
service conducted and any additional charges are detailed. Therefore under
these circumstances we wait for the supplier to send their invoice, this is then
registered and sent to the Goods Received Clerks for checking. These are
then sent with a covering letter, to the relevant department for signature, this
is clarification that the service has been conducted and most important
satisfactorily. Once signed the invoice should be returned to the Goods
Received Clerks who will book in and pass to Finance for payment.
NOTE
It is extremely important that purchase order numbers are quoted on all
correspondence, failure to do so leads to delay in the booking in process and
payment of invoices.
5.4.
Urgent Orders
In circumstances where an order is urgent please raise an e-requisition in the
normal way and contact the Purchasing Staff to alert them to the fact your
requirement is urgent and they will arrange for the order to be raised
immediately.
Under no circumstances must a ward or department arrange a
procurement of goods or services without the knowledge of the
Purchasing Department.
5.5.
Quotation and Tendering Procedures
In line with the Trusts Standing Financial Instructions, any requirement over a
certain value has to go through a tender or quotation procedure, the values
are as follows:
Over £5,000 up to £14999 including VAT – Quotation procedure, where the
requirement has to be offered to at least 3 suppliers for competitive market
testing.
Over £15,000 including VAT – Tender Procedure, where the requirement has
to be offered to at least 6 suppliers for competitive market testing.
If the requirement exceeds £113,057 including VAT this is subject to EU
Regulations, this must be advertised in Europe and is subject to vigorous
market testing and strict EU guidelines. This process can take a minimum of
5 months to complete correctly.
If unsure about any of the above guidelines please do not hesitate to contact
the Purchasing Department for help and advice.
5.6.
Single Quote/Tender Waivers
In very exceptional circumstances where formal Quotation/Tendering
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procedures would not be practicable a single quote/tender waiver form may
be completed, some of these circumstances are quoted below from section
17.5.4 of the Trusts Standing Financial Instructions:
e) the timescale genuinely precludes competitive tendering.
Failure to plan the work properly is not a justification for single
tender;
f) specialist expertise is required and is available from only one
source;
g) the task is essential to complete the project, and arises as a
consequence of a recently completed assignment and engaging
different consultants for the new task would be inappropriate;
h) there is a clear benefit to be gained from maintaining
continuity with an earlier project. However in such cases the
benefits of such continuity must outweigh any potential financial
advantage to be gained by competitive tendering.
A full and detailed description of the reason why it is necessary to gain single
quote/tender approval must be given, and must include any accompanying
documentation that would further confirm the proposal, including quotes from
suppliers or a business case from the requesting Department or Directorate.
The limited application of the single tender rules should not be used to avoid
competition or for administrative convenience or to award further work to a
consultant originally appointed through a competitive procedure. Requests for
single tender must be approved by the Director of Service, and then sent to
the Purchasing Manger for comment who will the send to the Director of
Finance and Chief Executive for approval. A copy of the Single Quote Waiver
Form is available for download under the Purchasing Section of the website.
6.
TRAINING IMPLICATIONS
POLICY TITLE
Staff groups requiring
training
How often should
this be
undertaken
Length of
training
Delivery
method
All Staff involved in
As and When 40
Mins Face
Ordering of Goods
required
Minimum
Face
and Services
to
Training delivered by
whom
Purchasing Staff
Where are the
records of
attendance
held?
Purchasing
“There are no specific training needs in relation to this policy, but the following staff will
need to be familiar with its contents
Budget Holders
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Staff who are responsible for the ordering of Goods and Services
As a Trust policy, all staff need to be aware of the key points that the policy covers. Staff
can be made aware through:
Team Meetings
Messages Via the Integra System
Team Brief
Trust Wide Email
7.
MONITORING ARRANGEMENTS
Area for
Monitoring
How
Monitoring this
procedure is
being adhered
Reports run off
of the Integra
System to
ensure
compliance by
users
Ensures no
Breach of
Standing
Financial
Instructions
Occur
8.
Close
monitoring of
Single Quote
Waivers and
Monitoring or
requisitions
going through
the system.
Who by
Reported to
Purchasing
Department
Head of
Procurement
and Purchase
Ledger
Internal Audit
and Head of
Procurement
and Purchase
Ledger
Audit
Committee
Frequency
Quarterly
Monthly
EQUALITY IMPACT ASSESSMENT SCREENING -
The completed Equality Impact Assessment for this Policy has been published on the
Equality and Diversity webpage of the RDaSH website click here
8.1
Privacy, Dignity and Respect
The NHS Constitution states that all patients should Indicate how this will be met
feel that their privacy and dignity are respected
while they are in hospital. High Quality Care for All
(2008), Lord Darzi’s review of the NHS, identifies
the need to organise care around the individual, ‘not
just clinically but in terms of dignity and respect’.
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As a consequence the Trust is required to articulate
its intent to deliver care with privacy and dignity that
treats all service users with respect. Therefore, all
procedural documents will be considered, if
relevant, to reflect the requirement to treat everyone
with privacy, dignity and respect, (when appropriate
this should also include how same sex
accommodation is provided).
8.2
Mental Capacity Act
Central to any aspect of care delivered to adults and
young people aged 16 years or over will be the
consideration of the individuals capacity to
participate in the decision making process.
Consequently, no intervention should be carried out
without either the individuals informed consent, or
the powers included in a legal framework, or by
order of the Court
Indicate How This Will Be Achieved.
All
individuals
involved
in
the
implementation of this policy should do so
in accordance with the Guiding Principles
of the Mental Capacity Act 2005. (Section
1)
Therefore, the Trust is required to make sure that all
staff working with individuals who use our service
are familiar with the provisions within the Mental
Capacity Act.
For this reason all procedural
documents will be considered, if relevant to reflect
the provisions of the Mental Capacity Act 2005 to
ensure that the interests of an individual whose
capacity is in question can continue to make as
many decisions for themselves as possible.
9.
LINKS TO ANY ASSOCIATED DOCUMENTS
Procurement Strategy
Trusts Standing Financial Instructions and Standing Orders.
Public Procurement Regulations 2011
10.
REFERENCES
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