Purchasing processes

Procurement and Payment Services (PPS) reviews what a department buys, which vendors are being used and can advise on the appropriate purchasing tools, SAP purchase orders or purchasing cards. PPS also assists with vendor optimisation and negotiations.

Appointing a purchaser

Ideally a department or area should have a person dedicated to purchasing to ensure that the university receives the best value for money in the most efficient manner when purchasing goods or services. This purchaser will have the authority to create orders on SAP and should be able to advise their departmental staff on vendor selection and Finance policy and procedures.

Policy on access to purchasing

Given the impact on UCT's financial system, purchasing must be a significant part of a purchaser's job and a purchaser must have an appropriate financial background. See Purchaser role and responsibilities and Purchaser Job Description. Any new purchaser post must be signed off by the Purchasing Liaison manager prior to recruitment based on purchasing volumes for the department. Generally only replacement purchasers will be considered. The minimum job requirement is Matric Accounting or equivalent bookkeeping qualification. A Finance Dept representative must be part of the selection committee (from Central Finance or the relevant Faculty Finance Office) and a basic finance competency test should be included in the selection process.

Purchaser training

In order to obtain access to SAP, purchasers first need to complete 10 mornings of training over a 2 month period. As soon as the new purchaser has been appointed in compliance with the requirements outlined above, complete SAP01 form. This will initiate bookings for all required training. The same form may be used to request refresher training.

For move information on SAP training and the course calendar, see the SAP training page on the ICTS website.

Emergency purchases

When the purchaser is unavailable

Fill in the Purchase Order Request (under Downloads on right), have it authorised by the fund holder and fax it to the PPS Purchasing Support team on fax number: 021 650 3663. PPS will create the order and either fax it to the vendor or back to the requester, as appropriate.

When SAP is unavailable

Request an emergency purchase order. See Emergency Purchase Orders (EPO) (under Downloads on right).

Changing delivery address

Download and complete form SAP05 (under Downloads on right) and send completed form to Purchasing & Payment Services, Master Data Section, Meulenhof building, Mowbray, fax 021 650 3663.

For more information please consult Overview: Purchasing Groups (under Downloads on the right).