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Supplier Database: The importance of your contact details in the University lookup service for staff who can request and amend supplier information

When submitting a new supplier request or an amendment to an existing supplier, it is vital that you have an email address in the look up service and your record is not marked as private.

The reason for this is that when you complete a request for a new supplier in the supplier database, and you click on Save on the first page after you have added Site use details, the system emails you a confirmation. If the system can’t pick up an email address it will only save data up to the point of adding a Site address, therefore the request is submitted with missing information. Whether the central team put the request On hold or Reject it, the record is locked for further update and another new request cannot be submitted due to a record already existing in the database.

Please ensure that you check you lookup record, especially if you are a new member of staff completing the process for the first time  https://www.lookup.cam.ac.uk/

Did you know?....... When you run a query in a CUFS form, and a large amount of rows/data is returned, you can sort on the first three columns.  Do this by clicking on one of the column headers. If the column you wish to sort on is not one of the first three, then simply click in the relevant column header and drag it to the left until it is; you can now sort.

Receipting in CUFS - Once your goods/services have been delivered, please ensure that you receipt them in CUFS.  A high volume of supplier invoices go on a receipting hold due to the goods/services not being receipted in CUFS.  A lot of time is spent by staff resolving these issues, which could be easily be prevented by following the receipting process outlined in the guidance material https://www.finance.admin.cam.ac.uk/files/iproc_rcptret.pdf.

Amending Purchase Orders – Please remember that there are only certain scenarios where an already approved purchase order should be amended. These include adding a note/instruction to a supplier, amending a tax code, tracking an item as an asset and cancelling lines/orders.  Full guidance can be found here.

 

Vulnerable Periods

Some systems may not be available between 6.00am to 9.00am Tuesdays and Thursdays, these periods may be used for system maintenance. Users will be notified of any planned use of vulnerable periods here and in the latest bulletin.

Top Tips

Please ensure your details are correct in Lookup - as these are used for email notifications and maintaining system details.  Click on the link and then select 'Your page' on the top right.

For further Hints and Tips - click here