Purchasing Team Tips and Hints

Purchasing Team Tips and Hints

Travel

·         When using IAT or STA you must change traveller from yourself to person going

·         Within travel we are responsible for looking for flights, hotels, trains via Ian Allan (IAT), STA, Click and Clarity, in the first instance we should be using IAT or STA

·         Trains can be booked on Click

·         We must set up a reference on the database if we are booking for trains or guests who do not have an EXP4 reference – on the database you must include kayako number and code to charge to

·         IAT will allow you to book for up to 6 people but STA will only allow you to book 1 at a time

·         Staff and Post Grad students who request travel should be set up on both IAT and STA, please refer to Travel set up guides

·         Undergrads and Visitors can be put on as Guests.

·         It is vital to check we have the spellings correct and date of birth’s where possible, please use the travel macro on kayako

·         Please refer to the white board for numbers/emails contacts

 

Purchase orders

·         We still use AHSS references in description field i.e. AH20160808, A, Ann-Marie Jones, K#12345, New Chair

·         You must not copy emarketplace orders, all orders need to be done new on the emarketplace

·         New Oracle automatically selects CU exempt for VAT so you do not need to change this

·         After using the emarketplace under new oracle you need to click the shopping cart to add requestor and deliver to location

·         If a valid product code is not in the emarketplace you will need to forward the request to Zoe Evans and Rhian Newman (copy in requestor so they are aware) they will either add the item or let you know if it cannot be ordered from that supplier.

Car Hire

·         Car hire is booked via Enterprise Rent a Car on their online booking system https://b2b.enterprise.co.uk/Login.aspx?ReturnUrl=%2fdefault.aspx

·         Password: ahsscar57

·         Then a purchase order is raised, you will need to go back to Enterprise to update the PO in the booking, please see guide

Catering

·         Using Martyn’s log in we book any catering required

http://www.onlinecatering.cardiff.ac.uk/KxWebCatering/Login.aspx?ReturnURL=/KxWebCatering/CurrentBookings.aspx

·         Please refer to the guide

Credit card purchases

 

Generally done by the Finance Officer