PURCHASE ORDERING

 

KEELE UNIVERSITY HAS AN E-PROCUREMENT SYSTEM CALLED PARABILIS

If you require any further information please contact the Administration Team:-

Mrs Linda Sutton                Tel:- 01782 734327                  Email:-    l.sutton@keele.ac.uk

Mr Nick Pomiankowski         Tel:- IT Service Desk 33636     Email:-     it.service@keele.ac.uk

Miss Lorraine Bunting         Tel:- 01782 733255                  E-mail:-   l.j.bunting@keele.ac.uk

Mrs Rachel Barnett-Turner  Tel:- 01782 733893                  E-Mail:-   r.m.barnett-turner@keele.ac.uk

 

Note:-

Password Issues                            -  please contact IT Service Desk 33636 it.service@keele.ac.uk

Account Code / ledger code issues - please contact your link Management Accountant

Purchasing Related Issues              - please contact the Procurement Team

 

WEB LINKS:-  

Live Parabilis System 

Training Parabilis System

 

GUIDES:-

Foreign Purchase Order Guide                                  How to raise a Foreign Currency Purchase Order

 

Approver Role Guide and Registration Form            E-Procurement Approvers Guide P2P3                  E-Procurement - Approver Registration Form

 

Requisitioner Role Guide  (FULL VERSION)            E-Procurement Requisitioner Role Parabilis P2P3 Guide

 

Requisitioner Role Guide and Registration Form (SECTION BY SECTION)

E-Procurement - Section 1 Introduction

                     Brief Introduction

                     Basic E-Procurement Flow Chart

 E- Procurement - Section 2 Geeting On To The System

                     New User (Requisitioner Role)  Requisitioner Registration Form                     

                     URL Web Links

                     Screen Timing Out

                     Login

                     Password Issues

                     Home Page

 E-Procurement - Section 3 System Default Settings

                     My Account Default Settings

                     Password Hint

                     User Information

                     Profile

 E-Procurement - Section 4 Supplier Search Supplier Name Known

 E-Procurement - Section 5 Order Form Creation/Request to Purchase

                     Order Form Symbols

                     Raising a Free Text Non Catalogue Request to Purchase

                     Raising a Catalogue Request to Purchase

                     Raising a Punch Out Request to Purchase

                     VAT Bulk Upload

                     UNSPSC Coding

 E-Procurement - Section 6 Order Form Basket Screen

                     Order Form Basket Screen

                     Comments and Attachments

                     Account Codes

                           Automatically Applying the Account Code for all items on the order form

                           Default Account Codes

                           Invalid Account Codes

                           Multiple Account Codes

                           Split Account Codes

                    Delivery Address

                           Multiple Delivery Addresses

                           Split Delivery Addresses

                           Mark For Address Options

                  Sending Order Form for Approval

                           Confirmation Purchase Order

                           Selection of an Approver

                           Approval Granted

                           Approval Rejection

                           High Value Approval

                           Order Form Approval Withdrawal

                  Lost Order Form

                  View Order Forms

 E-Procurement - Section 7 Adding An Item To An Order Form                            

                 Adding an Item To an order before the Order Form has been approved                                                                 “FREE TEXT” – “NON CATALOGUE”                                        

                          “CATALOGUE”                                                                                  

                          “PUNCH-OUT”                                                                       

                  after the Order Form has been approved see Section 10 Varying a Purchase Order

 E-Procurement - Section 8 Supplier Search Supplier Name Not Known   

                   Via Product Search                                                                           

                   Via Browse Categories                                                                     

                   (If Supplier Name is Known   See Section 4)                                                

 E-Procurement - Section 9 Receipting And Returning Goods Or Services                    

                    Viewing a Purchase Order                                                                 

                    Purchase Order Status                                                                                  

                           Sent to Supplier                                                                     

                           Transmission Feed Back                                                        

                           Manual Purchase Order                                                         

                           Receipted, Partially Receipted and Receipted and Closed   

                     Re Open “Closed for Receipting”                                        

                     Receipting Goods or Services on to the Purchase Order                                                        

                           Multiple Order Line Receipt Option                                                   

                           Multiple Order line Close Option                                                                      

                           Receipting Expand All                                                                      

                           Returning Goods or Services                                                             

                           Part Receipt/Close outstanding commitments                                   

  E-Procurement - Section 10 Varying A Purchase Order                                            

                    Variation of a Purchase Order “BEFORE” the Invoice has arrived 

                    Free Text - Non Catalogue  Purchase Order                          

                            Catalogue Purchase Order                                                     

                            Punch-Out Purchase Order                                                   

                    Send Purchase Order Variation for Approval                                   

                    Variation of a Purchase Order “AFTER” the Invoice has arrived    

                    Cancel a Purchase Order Variation                        

 E-Procurement - Section 11 Invoicing                                                                                    

                     Invoicing Procedure                                                                          

                     View your Invoice Task Box                                                             

                           Incorrect Invoice                                                                    

                           Correct Invoice                                                                     

                           Acceptance Invoice Task                                                                   

                           Mapping Invoice Task                                                                       

                           Account Code Distribution Invoice Task                                          

                           Credit Note Acceptance                                                                           

                           Invoice in Dispute /On Hold/Reject                                                                                                              Invoice Status                                                                                    

                     View invoice(s) received against a Purchase Order                        

                     View all invoice tasks within your profile                                            

E-Procurement - Section 12 Reports                                                                                      

                     View “your” PURCHASE ORDERS    

                     View “your” INVOICE TASKS                                          

                     View “all” OUTSTANDING INVOICES TASKS in your Profile

                     View “all” OUTSTANDING PURCHASE ORDERS in your      

                     Profile

                     Commitment Report                                                                       

 E-Procurement - Section 13 House Keeping                                                                        

                     Closing Purchase Orders and Purchase Order Commitments                                                                       Invoice Task Box                                                                             

                      Staff absence on holiday or off sick                                                

                      Leaving Keele University or moving section                                   

  E-Procurement - Section 14 System Terminology                                                         

                        Buyer PO Flip

                        Supplier PO Flip                                                                           

                        EIT                                                                                                                 

                        CXML                                                                                                                      

                        Catalogue                                                                                              

                        Free Text                                                                                            

                        Punch-Out                                                                                          

                         Parabilis                                                                                              

                        Idea Market Place                                                                             

                        Three Way Matching                                                                                

                        Acceptance                                                                                       

                        Mapping                                                                                             

                        Account Code Distribution                                                             

                        Work Flow and Profile                                                                     

                        Manual Purchase Order                                                                     

 

 

 

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