Purchasing goods

For ordering goods or services follow the steps below, noting the following advice;

VAT

You must establish whether VAT is inclusive or exclusive of the price quoted before completing the requisition/purchase order.

IT Purchases

If you need to order any computing equipment or special software, please seek advice in advance;

For computing equipment:
Ken.McColl@glasgow.ac.uk

For specialist software:
eng-licenses@glasgow.ac.uk

For IT purchases for PhD students:
eng-phd-purchasing@glasgow.ac.uk

Further Information

Full procurement policies and information can be found on the Procurement Office's own webpage.

Step 1

You need to complete the school order request form: PO Request form. It is really important that you specify the company address and e-mail address where the order should be sent.

Step 2

Please see table below: guidance for purchases with a value less than £25,000.

Value of Purchase*

Requirement

£0 to £999

1 verbal quotation

£1,000 to £2,999

1 written quotation

£3,000 to £4,999

2 written quotations

£5,000 to £24,999

3 written quotations

£25,000 +

Contact Procurement Office

* Total Value of Purchase; if a regular purchase, calculate the total value of spend, including VAT.

  • If you select a more expensive quotation then you need to give a reason for not choosing the cheapest one.
  • If you can not provide the required quotations you need to complete the PPE form: Procurement Policy Exception.This form may be used when there is a genuine operational reason for not subjecting expenditure to competition. However this must genuinely mean there is only one supplier and not simply that it would be convenient to use a particular supplier. The PPE form will need to demonstrate market testing and or provide details and evidence that only one supplier exists.
  • You can get information about University Approved Suppliers from the followings links:

Step 3

Send the completed Purchase Order Request form along with the required quotations (or PPE form if applicable) to Cose-fintranshub1@glasgow.ac.uk

Step 4

The Transaction Hub will check if the company is one of the University suppliers and take action as necessary.

Step 5

The details from the Requisition form will be input on Agresso web by authorised personnel and will follow an approved workflow.

Step 6

Once fully approved and the Requisition has become a Purchase Order, and depending who the supplier is, it will be automatically issued to the supplier. The Purchase Order will also record a commitment against the appropriate Cost Centre and Project until all items on the Purchase Order are allocated to the corresponding invoice.