QLX

QLX

QL-X is the purchasing system used by the University.

To have QL-X installed on your PC, please contact Clive Fletcher (ext 5407).

To be a registered user of QL-X, please ask your line manager to contact Clive Fletcher, with details of the workgroups and cost centre codes you will require access to.

Requests for goods & services

Purchase Orders for goods & services must be raised prior to any order being made and the correct procedure must be followed in all cases.

Suppliers have been advised that the University will be unable to make payment where a Purchase order number is not quoted on the invoice.

In order to clarify the correct procedure for ordering goods & services on behalf of the University a set of procedures are detailed below.

  1. The need for goods/services is identified.
  2. Under college financial regulations, requests for goods and services fall into 6 categories:

 

  1. Orders up to £999 (inc VAT) needs to authorised by departmental administrator / budget holder; 
  2. Orders under £4,999 (inc VAT) – Order via either nominated contracted supplier or through approved supplier – authorised by Purchasing Department;
  3. Orders over £5,000 - £9,999 (inc VAT) require an order against an agreed contract or competitive quotations via the Purchasing Department & authorised by Purchasing Department; 
  4. Orders over £10,000 require a formal tender for goods not covered by contract, this should be organised via the Purchasing Department; 
  5. Goods / Services that exceed £144,371 over a period of years (i.e. 3 years @ £45,000 per annum) will need to be advertised in the European Journal (OJEU).  The minimum timescale on this is 77 days.  Please liase with Purchasing to clarify the correct procedure; 
  6. Goods that do not need an order raising at all fall into the categories listed below:
  • Invoices paid by Direct Debit
  • External Examiners’ expenses
  • Visiting Speakers’ expenses
  • Teaching Practice expenses
  • Key Deposit funds
  • Foreign Currency Payments
  • Cash Advances
  • One-off sundry payments (i.e. – interview expenses)
  • Payments to schools (i.e. – Mentor Training)
  • Refund of Sales Ledger Invoices

A Purchase order is raised & authorised via the nominated person through the nominated supplier. Please remember to include carriage costs/fuel costs where applicable.

Purchase order is authorised & printed.

One copy is sent to the supplier, the ordering department retains the other copy. If the order has been authorised by the Purchasing manager then it is the responsibility of the ordering department to instruct the supplier.

Receive the goods/service, receipt the order on QLX.


THERE IS NO REQUIREMENT FOR YOU TO CHECK THE AMOUNT INVOICED, THIS CHECK WILL BE ACTIONED BY THE FINANCE DEPARTMENT AND YOU WILL BE CONTACTED IF THERE IS ANY DISCREPANCY.

Where the order relates to a service, if the actual amount is not known when the order is placed then an estimate must be quoted on the Purchase Order.

Where the order relates to an annual sum to be paid in instalments/monthly it will be necessary to raise a single purchase order for the whole amount as a service and receipt each time the goods/service is received eg rentals, maintenance contracts, weekly orders. This will avoid you having to place a Purchase order for each payment. Just remember to diarise for receipt.

Should there be any queries with an Invoice you will be contacted by email & requested to provide the necessary information within 3 working days. Should the query still be outstanding after 3 working days then a further email will be sent to the head of the department.

Useful contact numbers:
Kathy Preece, Purchasing Manager, ext 5114
Becky Wright, Purchasing Assistant, ext 5075
Clive Fletcher, QLX Systems admin, ext 5407