Requestor can mainly make purchase requisitions (PRs) through two ways, through:
- SAP Flori; or
- Robotic Process Automation (RPA)
In some instances and only for pay requests, the requestor may opt for doing Mass payrequest.
Only two requestors are allowed to be SAP Flori requestors per cost centre.
Once approved by the cost center managers (and if required L1, L2 approvers), the PR will be converted into a PO.
Purchase requisitions can either be OPEX or CAPEX items.
This document consists of
- Raising standard purchase requisitions for both OPEX and CAPEX items
- Raising internal purchase requisitions
- Raising payrequests
Required fields
- Cost centre
- Account code
- Material code (derivable from account code)
- Fund code (defaults to general fund code)
- Item description(s)
- Delivery date
Required supporting documents (as applicable)
See Go paperless
- Quotation for standard purchase requisition
- Email approval from Head or Dean or Director (depends on Authorisation Limits)
- Signed contract agreement (by both contractual parties)
- If the EPV exceeds threshold:
- RFQ or waiver of competition: signed VEF
- Open tender: Signed tender recommendation paper, signed LOA/contract, vendors’ proposals
Best practices
- Quotation shows breakdown of price before, price of GST and price after GST amounts
- Quotation shows Singapore University of Social Sciences (spelt in full) and full address of SUSS
- Vendor’s company address
- Quantity, currency and unit prices are shown clearly
Some important pointers
- For staff business travel and UOB invoices, see Staff business travel
- SWAT payments
- Student reimbursements
Some key considerations
If vendor converts from foreign currency to SGD, and the quotation presents the amount in SGD, SUSS will pay the vendor in SGD. The staff requesting SSC Finance Representative should check and assess the reasonableness of the foreign currency transaction rate and date used.
If the vendor wishes to be paid in their foreign currency, they should quote and invoice us the amount in the foreign currency instead of indicating the converted SGD amount.
What currencies can SUSS pay in?
SUSS can pay in almost all currencies except Vietnamese Dong (VND). Request the vendor if their bank can accept in other currencies such as United States Dollar (USD) or Singapore Dollar (SGD).
Requestor will raise in that foreign currency.
Searching for purchase requisitions on SAP
Requestors can search for PRs on SAP and check approval status and other PR information using Manage Purchase Requisitions - Professional app.
Errors
For non-POB requestors, you cannot charge to multiple cost centres in a single purchase requisition.
For non-POB or POB requestors, you can only charge to a single cost centre per line item.
POB requestors can only use material numbers that are in the maintained list.
