This is a list of Frequently Asked Questions (FAQ) for suppliers about the way Cardiff University will be using purchase orders.
Providing goods and services
Q. Which Schools and Directorates are affected by this change?
A. All Schools and Directorates in Cardiff University.
Q. I have supplied Cardiff University for many years without a purchase order - why is it different now?
A. You will be paid promptly and reliably when you supply goods or services to Cardiff University as the purchase order will be a formal confirmation of the University's requirement and will show the correct address for invoicing.
Q. Will I only receive purchase orders through the post?
A. No, if required the purchase order can be emailed, faxed or mailed as convenient. Purchase order numbers can also be confirmed by phone, but for your own records you should ask for a copy of the order.
Q. What happens if I receive a purchase order and it does not seem to be correct?
A. Contact the person who placed the purchase order initially (details will be quoted on the order) and ask for clarification. If necessary the original purchase order can be cancelled and a replacement issued.
Q. What does a purchase order look like?
A. A sample purchase order can be viewed here:
Q. What should I do if I don't receive a purchase order?
A. Contact the person who placed the verbal purchase order and ask for a written purchase order or as a minimum, a purchase order number.
Q. How do I know that the purchase order has been approved by the correct level of authority?
A. Purchase orders will only be produced by our system once authorised by the appropriate person.
Q. Will it make any difference if I don't supply a goods or services receipt note?
A. You will still be paid, but it could take a bit longer as the system will not have been notified of the receipt, so the invoice will be sent out for authorisation.
Q. What should I do if I have sent an invoice and my payment appears to be delayed?
A. Either contact the address given on the purchase order for payments, or contact the person who placed the purchase order if you know there is an issue about the goods or services supplied.
Q. What invoice address should I use?
A. The address will be clearly stated on the purchase order. If in doubt use:
9th Floor, McKenzie House,
PO Box 497
30-36 Newport Road
Q. Will I be able to submit a proforma invoice for advance payment?
A. The University's financial procedures do not allow advance payments. If this is an issue for you, you should take it up with the requester.
Q. Will I still get paid if I forget to include the purchase order number on my invoice?
A. All invoices must quote an official University purchase order number, otherwise the invoice will be returned to you and may result in non-payment. Call 029 20879252 or 20875165 and let Accounts Payable know the order number or you can email: Payments@cardiff.ac.uk
Q. Who will send me the purchase order?
A. The requester (who may have discussed the order with you in advance) will issue the purchase order to you.The purchase order can be sent to you by post, e-mail or fax.
Q. Will additional information be attached to a purchase order?
A. The requester will view the purchase order before it is issued so can attach anything necessary to it so that it reaches you complete.
Q. What if I don't understand the details on the purchase order?
A. You need to query it with the person named on the purchase order as requesting the goods or services.
Q. If I usually receive purchase orders by phone can this still continue?
A. Yes! But you need to ensure that a purchase order number is quoted and you have to quote the purchase order number on your invoice.
Q. Does that also apply to internet purchase orders?
A. Yes! The purchase order should still quote a purchase order number.
Q. What happens if I am asked to provide goods or services in an emergency?
A. There will be instances when an urgent order is needed and a purchase order number required. In this case a requisition number will be quoted to you so that you may process the order. This method is only for emergencies and a valid purchase order number will follow.