Important Information regarding the booking Conferences and Training Courses

Important Information regarding the booking Conferences and Training Courses

The way the Trust book conferences, and training courses is changing.  

You must now raise a requisition for conferences and training courses rather than request a credit card transaction.  The use of the credit card can only be used as a last resort, where you have demonstrated that the supplier will not accept purchase orders.

• If you have a request, you should contact the organisation to confirm if a purchase order will be accepted (some organisations say credit card only on their website but will accept a PO from a large organisation like the NHS on request). Where this is agreed by the supplier you should raise a requisition.
• If the supplier is unable to accept purchase order, then you can continue with the credit card request as per the current process.
• On receipt of a credit card request, procurement will check with the supplier and return any that may have been missed, therefore, to save time if you do have written confirmation from the supplier that payment is credit card only then do forward this with your request to save time.

Please note this only applies to transactions for Conferences and Training.

If you are looking to go on a course, you should allow at least 5 days for the requisition to be approved and completed through the system.

Procurement receive a high volume of credit card requests and the SLA is as follows:

• Non urgent conferences & Training credit card requests – 3 days
• Urgent conferences credit card requests – 1 day
• Conferences & Training PO requests – 1 day
• 
  

Please note that SLA are based on time after request is approved to completion of the transaction/PO issue.  Procurement are unable to control the approval process, prior to receiving the transaction

Should you  require support in using the system or a greater understanding of the tasks that you need to undertake within Unit 4,  you can find all relevant guidance notes on our Procurement Helpdesk.   The guidance notes, provides clear instructions for each Unit 4 process .  Please use this link to access the following documents, training can also be provided,   you will need t request that via the Procurement Helpdesk.

Helpdesk : BSW ICS Procurement Helpdesk (freshdesk.com)

1. How to raise a purchase requisition
2. Credit Card Request Form
3. New Product Form
4. How to attach a document
5. Authoriser (Approvers) Guide
6. Resubmitting a Purchase Requisition
7. Substitutes - Setting up approval substitutions (to cover absences)
8. Booking in Goods
9. Receipting a Purchase Order
10. Workflow Enquiry Purchase Requisitions
11. How to check to look own requisitions
12. How to check Credit Card and New Product Workflow