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 purchasing.helpdesk@uoguelph.ca. 

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:

1. Go to https://www.uoguelph.ca/ccs/forms/finance-new-user-request.
2. Click on the New User Link and enter your Central ID and Password.
3. Follow the instructions pertaining to the Acceptable Use Policy.
4. Next screen allows you to select the application(s) you would like access to.
5. Submit this form to your Supervisor for approval.
6. Supervisor is now responsible for approving the request.
7. Once approved Financial Services will be notified to set the user up and will notify the end user when completed.
8. Upon the first time log in, the new user will be prompted to change the password, and you are good to go.

Things to Know for New iProcurement Users:

1. Your iProcurement account will be locked after 3 unsuccessful tries.   
2. If you need to reset your password, please contact purchasing helpdesk Ext. 56412.
3. iProcurement system user name and password should be kept secure.  All activities within the system under your account will bear your digital signature. Do not share your login information with others.  
4. Not all internet browsers are compatible with iProcurement. If you are experiencing technical difficulties logging into the system from the link above, please contact CCS helpdesk or your IT personnel for help.

Changing User Account:

1. Go to https://www.uoguelph.ca/ccs/forms/finance-change-user-request. 
2. All steps are the same as for applying new user account except for the Acceptable Use Policy, it doesn’t exist in this process as it has already been accepted.

Revoking User Account:

1. Go to https://www.uoguelph.ca/ccs/forms/finance-revoke-user-request.  
2. This request is initiated by the Supervisor, not the user.
3. The Supervisor enters the name of the person that they would like to remove and then submits.

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 1^st 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 purchasing.helpdesk@uoguelph.ca 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:

• Goods billed by quantity
  • This is for goods that supplier will likely invoice us by quantity and we are likely paying supplier by the quantity we receive.  There is a good chance that supplier will invoice us several times, each invoice for a partial shipment, until the whole order is complete.
• Goods or services billed by amount
  • This is the most versatile item type.  The total amount of the order will be entered in the amount field.  The unit price of the requisition will be single dollar of the selected currency. Supplier could invoice us for partial order or the whole order. We are able to pay supplier by whatever amount their invoice might be.  This is to be used when we are not sure how the supplier will be invoicing us and we are not in a position to track the quantity of the delivery.  This is also suitable for blanket orders that we will release multiple shipments over the term of the order and the release has no fixed pattern in terms of quantity or amount.
• Services billed by quantity
  • This is for services that supplier will invoice us by incremental quantity.  For example, supplier invoices us by the hours they commit to our project at an agreed hourly rate, or supplier invoices us every month for their monthly services at a fixed amount.

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 purchasing.helpdesk@uoguelph.ca with the following information:

• Supplier name
• Supplier business address
• Supplier billing address (if different from business address)
• Phone number
• Fax number
• Email to receive our PO
• Supplier contact's name, phone number and email address
• Payment terms (if different than the University's default net 30 term)
• Freight (if different from the University's default pre-paid term)
• Transportation (if different from the University's default arrange-by-supplier term)
• Shipping terms (if different from the University's default FOB Destination term)
• Currency (CAD or USD or GBP)
• Payment information (EFT is preferred)

To revise a supplier information in iProcurement, send a request to purchasing.helpdesk@uoguelph.ca with the following information:

• Supplier name 
• iProcurement supplier number
• The detailed changes you are requesting

All supplier setup and change requests will be processed within 12 - 24 business hours.

For Requisitions for New POs:

For Requisitions Revising Existing POs:

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 purchasing.helpdesk@uoguelph.ca.  A new category code could be set up upon request.

1. Denatured Alcohol (DA) and Specially Denatured Alcohol (SDA)

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.

2.  Radioactive Materials 

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. 

3. Live Animal (Vertebrates)

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.

4. Biological Hazardous Materials

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. 

5. Hazardous Material Disposal Services

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 1^st, 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:

1. Log into the iProcurement
2. Start a new requisition by clicking Non-Catalog Request tab at the header
3. Enter all fields as requested, click Add to Cart
4. Click View Cart and Checkout bar to move to checkout screen
5. Enter all fields on requisition information section, click Next bar
6. Enter Charge Accounts, click Next.
7. Enter Notes to Buyer, add Attachment, click Next
8. Review all requisition information, click Submit.

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:

• Order Cancellation
• Order Amount Decrease
• Order Amount Increase Below $3000

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:

1. contact the buyer who issued the PO
2. The open line with old GL coding would be cancelled and returned to the requisitioner
3. Requisitioner revise the requisition with new GL coding and re-submit
4. The re-submitted requisition will become a new line under the same PO

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:

• Missing backup document such as quote(s) or Single/Sole Source
  Please do not send these documents via email.  We require all back up documentation being attached with the requisition.
• Didn’t select a proper P-site
  All iProcurement supplier sites should begin with “P”. If the site you use is not a P- site or is not set up in the system, stop the requisition process, email purchasing.helpdesk@uoguelph.ca to have the site revised to P-site or set up, then resume the requisition process.  Refer to the Supplier Set Up and Change Request section for details.
• Didn’t select a proper Ship-To address
  All Ship-To address should begin with four digit unit number followed by a sequence number, such as 1234-01.  Correct Ship-To address not only ensures the supplier ship your order to the correct receiving address, but also that your department receives a copy of the PO and the DDR.
• Items with different taxes being entered in the same line
  Every PO line can only be applied with one tax treatment.  If different items are taxed differently, they have to be entered in different lines.  For example:  professional services are HST taxable.  Reimbursed travel expenses are tax exempt.  If one requisition has both items, they must be entered on two different lines.

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:

• the requisitioner
• the department organizational email associated with ship-to location code
• the buyer
• the supplier (if no email on file, the PO will be faxed to the supplier)

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:

• review the remaining amount on the blanket POs and determine if you need to make any changes for the remainder of fiscal year or the remainder of the PO term;
• review any invoices against your outstanding POs before approving them for payment to ensure it is not an overbilling and the invoice is paid against the POs;
• understand the PO commitments in your FRS account and alert us if the commitments are incorrect.

If you have questions regarding this report, please contact purchasing.helpdesk@uoguelph.ca. 

iProcurement Training

Purchasing Services has developed iProcurement training resource documents which you can access at any time from your own desktop.  Please see below for:

• iProcurement reference manual
• How-to update Requisition information
• How-two update Requisition Buyer field

iProcurement System Update

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 purchasing.helpdesk@uoguelph.ca.  We will make sure you are added to the iProcurement communication list.

iProcurement User Group Feedback

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.  

Stay connected.