Purchasing and Sales
Service Description
The Purchasing system provides processes to allow users to order, receive and pay suppliers for goods and services.
The Sales system provides processes to allow users to sell and invoice customers for goods and services.
Features
Purchasing
- Create a requisition form
- Supplier catalogue maintenance
- Order goods / services from an online vendor
- Order goods / services from an non-online vendor
- Creation of VAT exemption certificates
- Shopping cart approval
- Confirm goods receipts
- Process a supplier invoice
- Process a supplier credit note
- Process invoice exceptions (for example, quantity and price differences)
- Pay supplier invoices
- Purchasing reporting for unit managers and the central Procurement team
- Maintenance of supplier master data and related data (for example, Product Categories)
- VAT and INTRASTAT reporting
Sales
- Sales ordering
- Billing for student and non-student customers
- Research billing
- Cash sales
- WebStore sales
- Credit management
- Debt chasing all customers
- Customer master data maintenance
- Sales material maintenance
- Interface to Web Page Marketing (WPM) for WebStore sales
- Collection agency processing
- Aged debt reporting
- Debt write-offs
- Customer remittances
- Customer refunds
- Cash desk processing
- Sales analysis
- EC Sales statutory reporting
Users
All University staff can raise a purchase requisition.
Shopping Carts can be created by staff with the appropriate SAP account and role based authorisations.
Approvals can only be carried out with users having the required financial authority (typically a role carried out by managers).
Service Hours
Systems are normally available and supported during core business hours 8.30 – 17.00hr Monday to Friday, excluding University closure periods. Certain systems are available, outside of the above hours but not normally supported.
The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.
Level of Service
All data is securely held and backed-up daily.
Support and Documentation
An introduction to the University’s business systems starts at https://services.ncl.ac.uk/itservice/adminsystems/.
Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training/.
Additional support is available via the IT Service Desk on 0191 208 5999 or https://nuservice.ncl.ac.uk
All incidents relating to this service will be handled according to the IT Service Incident Management process.
Request Process
Access to the core business systems:
- https://services.ncl.ac.uk/itservice/core-services/account-admin/accesstosap/
- Requests for any other aspect of the service should be made via IT Service website at https://nuservice.ncl.ac.uk/, or contact the IT Service Desk on extension 5999
- All requests relating to this service will be handled according to the IT Service Request Fulfilment process.
User Responsibility
Users are expected to make use of the documentation before contacting the Service Desk for help.
Costs
N/A
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Service Owner
Peter Hogan, SAP Finance & Logistics Systems Manager
Service Leads
Elaine Gray, Business Analyst SAP Finance team – service lead for Sales
Lynne Gudgeon, Business Analyst SAP Finance team – service lead for Accounts Payable processing
Vikki Williams, Business Analyst SAP Finance team – service lead for Supplier Relationship Management (SRM)
Major Incident Triggers
Purchasing & Sales [800+ users could be affected by any given issue]
- Portal, SRM or Email outage (immediate MI)
- Unable to process work items in the SRM Inbox for more than 2 days
- Parabilis Marketplace unavailable for more than 2 days
- Severe performance issues for greater than 4 hours
- Sales & Billing unavailable for more than 5 days
- Capital Capture invoice feed unavailable for more than 2 days
Note - Interfaces: Some of the third party software is accessed by students making it difficult to estimate affected number of users e.g. WPM online payments could affect 1000s of users depending on the length of system outage and when it occurs.
Key Stakeholders/Contacts
Stuart Morgan - Finance Systems Manager
Simon Wilmot - Deputy Director of Financial Services
Alan Bell - Deputy Director of Financial Performance
Andrea Tobin - Deputy Director of Corporate Finance
Neil Addison - Head of Procurement
Craig Oliver - Accounts Payable Manager
Karen Carvell - Revenue and Payments Manager
Vivienne Robinson - Accommodation Manager
Supporting Services, Components and Dependencies
Campus network, server hosting
Metrics
Availability – NUIT Service KPIs
System Performance – user satisfaction
Customer feedback – channels in place, should implement more formally post implementation reviews
Incident management – timings, SLA’s (including SLA’s between IT Service teams).