Change of University finance and procurement solution

The University of Dundee is in the midst of a Business Transformation program that will change the way we work at a cultural, organisational and technological level. One of the key enablers of this Business Transformation is the OneUniversity system.

What does this mean for suppliers?

All purchase orders (POs) will come from the new Procurement System: OneUniversity. The Purchase Order format and numbering will change (see appended sample Purchase Order).

From the 1st August 2019:

• The new OneUniversity solution will replace all legacy ordering and finance systems.
• All orders will be issued via the new solution and an order number will be automatically generated (see appended sample Purchase Order).
• Most suppliers will receive Purchase Orders by e-mail with an attached PDF file. Note: VAT Certificates will form part of the Purchase Order Document.
• OneUniversity Purchase Orders may be transmitted from any University staff e-mail address. Please ensure you ‘whitelist’ the ‘@dundee.ac.uk’ e-mail domain.
• All invoices for goods, services and works must be sent to the central University of Dundee e-mail address: invoices@dundee.ac.uk. Invoices should be PDF files wherever possible.
• Suppliers will need the following in order to be able to transact with the University:
  • An e-mail account to receive our POs into;
  • A PDF reader (e.g. Adobe) to open the PO; and
  • A bank account to receive the BACS Payment.

No PO, No Pay

• From the 1st August 2019, the University is implementing a ‘No PO No Pay’ policy. This means that invoices from suppliers MUST quote a valid OneUniversity Purchase Order number for them to be processed and paid by Accounts Payable.
• If an invoice is received and it does not quote a valid OneUniversity PO number, it will be returned to the supplier with an instruction that they should engage with the individual who requested the goods, service or works to provide a valid Purchase Order number, allowing the supplier to reissue the invoice.
• This may result in a delay in processing the invoice, therefore suppliers must not accept an order from the University unless it is has been raised using the OneUniversity system.
• Certain transactions will be excluded from the ‘No PO, No Pay’ policy. A list of these can be found on the University’s Procurement website.

If you have any questions regarding the above information, please email: procurement@dundee.ac.uk

See the download below for an example of a OneUniversity purchase order.

Allan Tough

Head of Procurement