iProcurement is a self-service requisitioning software provided by Oracle as a module of the University's overall financial systems. A web based application, iProcurement allows departments to electronically create, submit and manage departmentally approved requests for issuing purchase orders.
In accordance with the University's Purchasing Policy, except certain goods and services covered by pre-established University wide contracts, all departments shall procure goods and services that are $5000 or greater through iProcurement.
If you have questions about iProcurement that you cannot find the answer below, please direct your inquiry to email@example.com.
To gain access to the iProcurement system and entering requisitions, employees of the University of Guelph need to have a user account to the University's Oracle Financial Systems. The user account is different from the University's central email login.
Applying for New User Account:
Things to Know for New iProcurement Users:
Changing User Account:
Revoking User Account:
Below is a checklist to be reviewed prior to the start of a requisition. If you answer yes to all these questions, you are ready to start entering the requisition.
1) Is the purchase approved by the procurement authority?
Every department has their own internal approval process and signing authority. You should ensure all purchases are approved according to your department's internal signing authority before entering the requisitions.
2) Is supplier set up in iProcurement?
To find out if a supplier is set up in iProcurement, log into iProcurement, go to the 1st screen of entering a Non-Catalog Request, using search button to see if you can find the supplier that you are looking for. If you can't, you need to submit a request to have the supplier set up.
3) Is the site a P site set up in iProcurement?
In the Non-Catalog screen, remove any default information in the Site field, use the search button to display all sites set up in the system. Check the address information on your quote or invoice to see if you can find them in the list of sites in iProcurement. If you do, check if the site name starts with P. If you can't find the address you are looking for or the site name doesn't start with P, email firstname.lastname@example.org to have a new site set up or have the site name changed to a P site.
4) Do we have all the supporting documents required for the designation?
Check if you have all the supporting documents required for the requisition and if all documents are properly signed. For information on what is required for a requisition, refer to Supporting Documents for Requisitions.
5) Are all the supporting documents in softcopy?
Are your supporting documents all in softcopy? If no, scan them and save them in a designated folder on your computer, such as the desktop, so you can easily attach them to the requisition when prompted by system.
6) Do we know if the order is for goods or services? Do we know if they should be entered as one time purchase or long term recurring purchase?
There are three item types in a requisition. They are:
7) Do we know what the charge code (cost centre) is for the requisition?
All requisitions need the 26 digits charge code. Some requisitions might have multiple charge codes. Make sure we have the information which line item will be charged to which account code.
When a requisition line has splitting charge codes, which means multiple charges code will be sharing the cost of a line item, please make sure the percentage of cost sharing will not change throughout the term of the order. For example, if two charge codes will be sharing the cost at 50% each, then each invoice paid will be charged 50% to each charge code. You cannot change the invoice so that the percentage of sharing becomes 30% and 70% between the two charge codes. This is determined at the time when we set up the requisition.
If you are not sure if the percentage of cost sharing between different charge codes will remain consistent throughout the order, it is better to set up two separate lines where each line has its own charge code. You can then designate a particular line that an invoice should be paid against. When there is amount change for a particular charge code, you can always revise the line with the single charge code. Revising a line with multiple charge codes will affect all the charge codes.
8) Do we know when we need the goods or services? For a blanket order, do we know when the term starts and ends?
When we enter a requisition for an order that is to be delivered in the future, we often want to make sure the funds get committed at the time they are allocated. When we enter a requisition for a blanket order covering multiple fiscal years, we want to make sure the funds get committed only for the current year. A future required date would tell buyer this order is for a future purchase, so the commitment will be set up during the specified future year. This is particularly important during the year end process.
9) Do we know which buyer we should send the requisition to?
Check the Commodity Codes by Buyer to find out what commodity code is and who the buyer is for your requisition.
To set up a new supplier, send a request to email@example.com with the following information:
To revise a supplier information in iProcurement, send a request to firstname.lastname@example.org with the following information:
All supplier setup and change requests will be processed within 12 - 24 business hours.
Requisition Scenario Where Attachments Are Required
|Written Quote(s)||Supplier is selected from quote(s) based on purchasing thresholds|
Justification for Supplier Selection
Supplier is selected from multiple quotes,
|Document to Support a Missing Quote such as Supplier’s Email or Manufacturer’s Email||
Supplier is selected from multiple quotes,
|Non-Competitive Procurement Justification||
Supplier is selected in accordance with a non-competitive procurement provision,
Supplier’s Final Quote
|Supplier is selected from a RFX process|
|Supplier Verification of Compliance Form (SVC)||
|Supplier Conflict of Interest Form||
Total order is over $99,999 and supplier is not selected from a RFX process,
|Relationship Questionnaire||Services provided by an individual or an owner operated business (sole proprietorship)|
|Standalone Agreement/Contract||Separate agreements or contracts have been signed or will be signed for the purchase|
|Radioactive Permit Number in Item Description||Radioactive material purchases|
AUP number in Item Description
|Live animal (vertebrates) purchases|
|Attachments||Requisition Scenario Where Attachments Are Required|
|Existing PO number in Notes to Buyer
|All requisitions revising an existing PO|
|Are signatures on original documents sufficient for the new value?
If no, documents need to be refreshed with signatures from required authority and resubmitted
Revise an existing PO
|Non-Competitive Procurement Justification||Original blanket PO covering a period of time, revise it by extending original term|
All category codes in iProcurement are combination of Category Code and Category Type of SUPP. For example, ADV.SUPP.
If you can't find a category code appropriate for your purchase, contact email@example.com. A new category code could be set up upon request.
|Category Code||Descriptions||Below $100,000||$100,000 and over|
|ADV||Advertising, Promotion, Communications||Rajna Marilovic||Lis Kuindersma|
|AE||Arts & Entertainment - art, games, music, etc.||Polina Semenov||Hui Zhu|
|AGG||Aggregates including cement, sand, salt, road gravel||Polina Semenov||Hui Zhu|
|AGR1||Agricultural & Horticultural Vehicles & Implements||
|AGR2||Crop Inputs - seeds, fertilizers, pesticides, farm chemicals||Polina Semenov||Hui Zhu|
|AGR3||Crop Outputs - oilseeds (grains), hay, straw||Polina Semenov||Hui Zhu|
|ANIM1||Animal Feed & Bedding||Polina Semenov||Hui Zhu|
|ANIM2||Animal Husbandry - animal equipment, service||Polina Semenov||Hui Zhu|
|ANIM3||Animal & Marine Life (Live) & Artificial Insemination||Polina Semenov||Hui Zhu|
|APP||Appliances (Domestic -10Cº) & Food Processing||Polina Semenov||Hui Zhu|
|ATH||Athletics - excluding jerseys – see (WEAR)||Polina Semenov||Hui Zhu|
|AV||Audio, Visual & Projection||Rajna Marilovic||Lis Kuindersma|
|AWA||Awards & Trophies||Rajna Marilovic||Lis Kuindersma|
|BIOHAZ||Biological Hazardous Materials||Polina Semenov||Hui Zhu|
|BLDG||Building Renovation & Maintenance||Polina Semenov||Hui Zhu|
|CAP||Capital Equipment Projects, ARIO over $100k, including affixed equipment approved by Physical Resources||Hui Zhu||Hui Zhu|
|CHEM1||Chemicals - Industrial plant, water treatment, lubricants, etc||Polina Semenov||Hui Zhu|
|CHEM2||Chemicals - Scientific Freezer Program, Lab Chemicals, Organic Compounds & Reagents, Biochemical||Lindsay MacDonald||Todd Billings|
|CHEM3||Chemicals - Alcohol||Lindsay MacDonald||Todd Billings|
|CHILD||Childcare Services||Rajna Marilovic||Lis Kuindersma|
|COMM1||Communication - networking & web services||Rajna Marilovic||Lis Kuindersma|
|COMM2||Communications - telecommunications, cell phones||Rajna Marilovic||Lis Kuindersma|
|COMP1||Computer - Hardware, Accessories & Peripherals||Rajna Marilovic||Lis Kuindersma|
|COMP2||Computer - Software Applications & Websites||Rajna Marilovic||Lis Kuindersma|
|CONFERENCE||Conference, Meeting||Polina Semenov||Hui Zhu|
|CONSTRUCT||Projects, ARIO over $100k, including design, architect, land development, buildings, affixed equipment, furniture||Polina Semenov||Hui Zhu|
|ELE||Electrical||Polina Semenov||Hui Zhu|
|ENG||Architect, Study, Engineering & Survey (non-construction)||Rajna Marilovic||Lis Kuindersma|
|ENV||Environmental (Soil, Water, Air, Weather)||Lindsay MacDonald||Todd Billings|
|EVENT||Event Hosting & Organizing, Special Occasion||Polina Semenov||Hui Zhu|
|FILING||Filing - office & record retention||Rajna Marilovic||Lis Kuindersma|
|FLEET||Fleet - Vehicles Purchase||Polina Semenov||Hui Zhu|
|FLEET||Fleet - Vehicles rental & lease||Polina Semenov||Hui Zhu|
|FLOOR||Floor Finishing & Covering||Polina Semenov||Hui Zhu|
|FOOD||Food - equipment, supplies, services||Rajna Marilovic||Lis Kuindersma|
|FUEL||Fuel, Heating Oil & Propane||Polina Semenov||Hui Zhu|
|FURN||Furniture Office & Facilities - filing cabinet, furniture, office seating||Rajna Marilovic||Lis Kuindersma|
|GAS||Gases, Compressed||Polina Semenov||Hui Zhu|
|GROUNDS||Grounds Keeping & Landscaping||Polina Semenov||Hui Zhu|
|HDW||Hardware, Tools & General Consumer Goods||Polina Semenov||Hui Zhu|
|HOUSE||Housekeeping Supplies and Services||Polina Semenov||Hui Zhu|
|HVAC||Heating, Ventilation, A/C||Polina Semenov||Hui Zhu|
|LASER||Laser devises & supplies||Rajna Marilovic||Lis Kuindersma|
|LAU||Laundry & Linen Services||Polina Semenov||Hui Zhu|
|LIB||Library & Archival||Rajna Marilovic||Lis Kuindersma|
|MATL||Material Handling including elevator, industrial shelving & storage, robotics||Polina Semenov||Hui Zhu|
|MED1||Medical, Surgical, Pharmaceutical, Veterinary - supplies & minor equipment||Lindsay MacDonald||Todd Billings|
|MED2||Medical, Surgical, Pharmaceutical, Veterinary - equipment||Lindsay MacDonald||Todd Billings|
|MEMBERSHIP||Membership, sponsorship||Rajna Marilovic||Lis Kuindersma|
|MET||Raw Materials including Metal, Plastic, Rubber||Polina Semenov||Hui Zhu|
|MOV||Moving & Storage Services - faculty & staff||Polina Semenov||Hui Zhu|
|OFF1||Office & Stationery includes postal & computer supplies (excluding postage, Computers & Computer Peripherals)||Rajna Marilovic||Lis Kuindersma|
|OFF2||Office Paper, Printers including inkjet, laser, wide format||Rajna Marilovic||Lis Kuindersma|
|PEST||Pest Control Services||Polina Semenov||Hui Zhu|
|PHOTO||Photographic & Finishing||Rajna Marilovic||Lis Kuindersma|
|PLUMB||Plumbing||Polina Semenov||Hui Zhu|
|PRINT1||Print - Photocopier||Rajna Marilovic||Lis Kuindersma|
|PRINT2||Print - Printing & Publishing||Rajna Marilovic||Lis Kuindersma|
|RAD||Radioactive Material & Supplies||Polina Semenov||Hui Zhu|
|SAFE||Safety||Polina Semenov||Hui Zhu|
|SCI||Scientific - equipment, supplies, services||Lindsay MacDonald||Todd Billings|
|SEC||Security Parking & Identification||Polina Semenov||Hui Zhu|
|SIGN||Signage - interior & exterior||Polina Semenov||Hui Zhu|
|TEACHING||Teaching, Speaking engagement, lecturing services||Rajna Marilovic||Lis Kuindersma|
|TEX||Textiles - linen, bath curtains, mattress, upholstery, etc.||Polina Semenov||Hui Zhu|
|TRAINING||Training, Course, Seminar||Rajna Marilovic||Lis Kuindersma|
|TRAN||Transportation Services, Freight||Todd Billings||Todd Billings|
|TRAV||Travel & Accommodation - Hotel & Out of Town Car Rentals, Airporter Service, Bus Rentals||Polina Semenov||Hui Zhu|
|UTILITY||Utilities - Water, Gas, Electricity||Polina Semenov||Hui Zhu|
|WASTE||Waste Management & Recycling - disposal of general, hazardous, dead stock, medical, metals, plastics||Polina Semenov||Hui Zhu|
|WEAR||Wearing Apparel including work wear, lab, clinic, athletic||Polina Semenov||Hui Zhu|
|WEBSITE||Website development, maintenance, troubleshooting services||Rajna Marilovic||Lis Kuindersma|
|WINDOW||Window Coverings & Treatments||Polina Semenov||Hui Zhu|
DA and SDA are items regulated by the Excise Act, 2001 and related regulations. As a SDA registrant, the University is required to maintain adequate books and records such as purchase orders. Requisitions for DA and SDA shall use category code CHEM3.SUPP.
Denatured Alcohol (DA) refers to spirits that have been mixed with prescribed denaturants rendering the product non-potable for human consumption and making recovery of spirits difficult. Duty and excise tax exemptions do not apply to DA.
Specially Denatured Alcohol (SDA) refers to spirits that have been denatured for scientific or industrial uses in accordance with prescribed grade-specific specifications. Duty and excise tax exemptions apply to SDA.
Requisitions for radioactive material will be routed to Environmental Health and Safety Department for approval prior to being processed by Purchasing Services. The category code for radioactive material is RAD.SUPP.
Requisition for live animal (vertebrates) will be routed to Animal Care Services for approval prior to being processed by Purchasing Services. The category code for live animal (vertebrates) is ANIM3.SUPP. Please ensure the Animal Utilization Protocol (AUP) number has been assigned by ACS prior to entering requisition and the AUP is clearly indicated on the requisition.
Requisitions for biological hazardous materials will be routed to Environmental Health & Safety for approval prior to being processed by Purchasing Services. The category code for biological hazardous materials is BIOHAZ.SUPP.
Biological hazardous material, also known as biohazards, refer to biological substances that pose a threat to the health of living organisms, both human or animals. Biohazardous materials include infectious agents, (i.e., pathogens), or materials produced by living organisms, (i.e., biological toxins), which may cause disease in other living organisms. Examples of biohazards are: recombinant DNA, medical waste or samples of a microorganism, virus, bacteria, molds or fungus.
Requisitions for hazardous material disposal will be routed to Environmental Health & Safety for approval prior to being processed by Purchasing Services. The category code for hazardous material disposal is WASTE.SUPP.
The Environmental Health & Safety Department manages the University's hazardous waste disposal program. Please contact EHS before you initiate any requisition for hazardous material disposal services. For more information on the hazardous waste disposal procedure, please visit https://www.uoguelph.ca/hr/hr-services-environmental-health-safety-programs-laboratory-safety/hazardous-waste,
In 2012, the University's Board of Governors approved a Code of Ethical Conduct for Suppliers and Subcontractors in Relation to Working Conditions and Employment Standards (the Code). The purpose of the Code is to ensure that the University does its utmost to have positive impact on working conditions and to minimize the possibility of its contribution to oppressive working conditions. As a result, the University of Guelph requires suppliers and subcontractors with which it does business and who fall within the scope of this Code to conduct their business and uphold workplace standards in adherence to the Code.
Effective November 1st, 2016, the University of Guelph will require all suppliers who supply apparel products to the University to confirm their compliance of the Code by completing the Supplier Verification of Compliance (SVC) form.
The University maintains a list of apparel product suppliers on its Ethical Buying website that have completed the SVC forms. If departments are buying apparel products from the suppliers on this list, no extra SVC form is required. If departments would like to procure apparel products from a supplier that is not on this list, it is required to have a SVC form completed by the supplier and attached to the purchase requisitions.
For the list of suppliers who have completed the SVC form, visit Ethical Buying website. The Supplier Verification of Compliance (SVC) form is available in the Forms section under Ethical Buying Forms on Procurement website.
Below is a step by step guide on how to enter and submit a new requisition:
During step 4 and 8, you can choose to save the requisition at any time and exit the process.
At any later time, you may log back in iProcurement and click the requisition you saved earlier to continue. A requisition is submitted only when you click the Submit button and the system confirmed the requisition has been submitted successfully.
Requisitioners will also receive an email notification that the requisition is submitted.
We are currently working on a detailed screen by screen instructions. Please check back here at a later date.
Requisitioners can submit email requests to the buyer for the following types of Order Change:
For order amount increase over $3000, a new requisition is required. Requisitioners should indicate, in Notes to Buyer section, you would like to add the requisition to the existing PO and what the PO number is.
To change the GL coding on an existing HVPO:
If invoices have been paid against a HVPO, Purchasing can only change the GL coding for the balance that hasn't been paid.
If you need to change the GL Coding for the payments already been made, department can do journal entry to correct the coding. Alternatively, contact Payment Services to request to have all invoices paid against the HVPO unmatched, then follow the above process to have the GL coding on the PO changed, and at last request Payment Services to rematch all paid invoices against the new PO line. Due to the workload involved in this process, it is only recommended when there is a specific reason we do not want to use journal entries to correct the codings.
For all PO change requests, requisitioners should make sure sufficient supporting documents are provided to the buyer.
A requisition may be returned for various reasons. Every time when a requisition is returned, the requisitioner will receive an email from the buyer providing detailed information why the requisition is returned. Check the email. If the information in the email is not clear to you, contact the buyer.
Some of the most common reasons for requisition returns are:
Once a requisition is submitted, it automatically goes into the queue for the specified buyer. The buyer will review all information submitted with the requisition to determine if all required supporting documents are present and if all information on the requisition is complete and correct. The buyer will contact the requisitioner within 24 to 48 business hours if we require further information or if we have any questions. If information on the requisition is incomplete or incorrect, the buyer will return the requisition to the originator for revise or completion.
When all requirements for processing the PO are met, the buyer will process the requisition into a purchase order. Once the order is issued in Oracle system, a copy of the PO and the Distribution Detail Report (DDR) will be emailed to the following parties:
Where buyer has all the information required, the normal processing time for a requisition to be turned into a PO is 24 to 48 business hours. However, this time may vary during high volume periods.
On the 1st day of each month, the Oracle system will email departments a report called UofG Open POs for every department's outstanding high value purchase orders (HVPOs). This report provides you a snap shot of all HVPOs that are outstanding for your department at the end of each month. The report is in CSV format, which can be viewed and edited in Excel. The report will be emailed to the organizational email address your department currently uses to receive HVPOs.
To understand what type of information this report provides and how to open, edit and save the report, please review the Open POs Report FAQs.
We hope this report makes it easier for you to manage your department’s HVPOs, especially in areas of approving invoices, managing blanket POs and commitments. For example, the report can be used to:
If you have questions regarding this report, please contact firstname.lastname@example.org.
Purchasing Services has developed interactive iProcurement in person training sessions and offer them through the University's Learning & Development Programs. Check out the HR Learning and Development Calendar for next training session available.
Another training resource is the iProcurement Tutorial module which you can access at any time from your own desktop.
As part of our continuous improvement, the iProcurement team constantly seeks opportunity to improve the system and the process. Whenever any change is made to the system, we will send out iProcurement Updates to all iProcurement users to keep everyone informed of all changes and updates.
If you are an iProcurement user but did not receive these updates, please email email@example.com. We will make sure you are added to the iProcurement communication list.
We would love to hear any suggestions and feedbacks you might have about the iProcurement system or the HVPO process. Please do not hesitate to let us know. Together, we could make it better.