Welcome to the on-line information and guidance for Purchase Ordering in uBASE
These materials are designed to help you understand the principles behind the finance systems at the University, and to support you in using the uBASE system for purchase ordering.
Access to the uBASE purchase ordering profile is only available after you've attended the formal training course. Information about registering for the course is available . Please note: you won't be able to attend the course unless we have received an authorised profile request form. Once you've attended the course we'll update your profile and send you an email to let you know. You then need to follow the information in the 'Accessing uBASE' section below to get into the system and set your password. All Purchase Orderers are required to attend the VAT for Orderers Course within eight weeks (either before or after) of receiving their Profile. Information about registering for the course is available .
The training materials are here to help you by providing a resource to return to if you hit a problem, or you can't remember how to do something in the future. We recommend that everyone should firstly watch the overview presentations which are in the 'Getting Started' section below. The overview presentations (in the 'Getting Started' section) don't have any sound, so you can watch these without disturbing colleagues in your work environment.
Need help? Follow the links in the 'Help and Support' section below to get additional help, or ask a question in uSpace for Purchasing.
Basics in Navigation for uBASE Users
Learn how to get more from uBASE, find out how to:
Profiles in myPurchase and uBASE
In myPurchase and uBASE the term PROFILES is used to describe a function or number of functions that a user is able to undertake.
Access to myPurchase and uBASE profiles is dependent on:
Profiles relating to purchasing are restricted by user, these are the combination of purchasing profiles which are allowed:
* The Goods Receipter role is predominantly a uBASE role, although requisitioners can receipt the items they've requested through the 'Confirm Goods/Services' option in myPurchase.
Purchase Ordering - user guidance notes
Purchase Ordering - powerpoint presentation used in training course
Purchase Ordering - extract from user notes (guidance on what to change on a Purchase Order)
Purchase Ordering - guidance on Internal Trade Orders
Purchase Ordering - guidance for Purchase Orderers on using myCatalogue
Purchase Ordering - guidance on selecting only one storage location for myCatalogue purchases
Purchase Ordering - guidance on changing myCatalogue orders for VAT errors
Purchase Ordering - set up printing from uBASE
Purchase Ordering - powerpoint presentation used in VAT for orderers course
Before you get started you should watch each of the overview presentations (links below) to get an understanding of how the information flows through the financial systems of myPurchase and uBASE. Even though you won't be responsible for all of these tasks, your actions will impact on other people and, it will help you understand what is happening at each stage of the process if you see how everything fits together.
It is your responsibility to make sure that you understand and comply with the University's Financial Regulations
Regulation 1.8 "Compliance with the Financial Regulations is compulsory for all Officers and members of staff of the University and its subsidiary companies by virtue of a Regulation of the Council. A member of staff who fails to comply with the Financial Regulations may be subject to disciplinary action under the University´s disciplinary procedures. It is the responsibility of the Heads of Departments (Academic and Professional Services) to ensure that their staff understand the content of the Financial Regulations and that access to the Regulations is made available." The University's Financial Regulations are here.
Using uBASE to Review and Monitor Purchasing
Use uBASE to:
Get Help and Support
Contact the myPurchase and uBASE Helpdesk
The helpdesk is staffed by a number of people, not all of whom are always at a desk with a telephone, so please contact the helpdesk by email wherever possible: E: firstname.lastname@example.org
Contact the Payments Team in Finance
A member of the payments team supports each department by processing supplier invoices and credit notes, issuing duplicate remittance advices and advising on ad hoc invoicing queries for your Academic or Professional Services Department.
Ask a question in uSpace
Either post a question here on the training space, or in the Purchasing Space.
Find out more information through uSpace
Updates about the system, advice on error messages and purchasing changes are posted in the Purchasing Space. Or you can ask your own question.
Find out more on the web
The finance website has loads of information about purchasing at the University. There is guidance on Tax and VAT, Procurement Guidance, Finance for Research Projects, Information about requesting a new vendor, Finance Support Contacts for your , or Professional Services Department.
Help in your department
Further guidance may be provided by your department about specific procedures they need you to follow. Many users in departments have been working with myPurchase and uBASE for a number of years and they will also be able to help with any problems you may have.