Procurement and Payment Services (PPS) reviews what a department buys, which vendors are being used and can advise on purchasing tools, orders and cards. PPS also assists with vendor relationships.
Appointing a purchaser
Ideally each department or area should have a person dedicated to purchasing. This purchaser may create orders on SAP and advise their departmental staff on vendor selection and Finance's policies and procedures.
Purchasing should be a significant part of a purchaser's job and a purchaser must have a financial background. Any new purchasing post must be signed off by the Systems & Process Specialist based on purchasing volumes for the department. Generally only replacement purchasers will be considered.
The minimum job requirement is Matric accounting or an equivalent bookkeeping qualification. A Finance 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.
To access SAP, purchasers 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 the New SAP Access & Training Request form by logging a call via the Service Now platform. The same form may be used to request refresher training.
For more information on SAP training and the course calendar, see the SAP training page on the ICTS website.
When the purchaser is unavailable: fill in the Purchase Order Request (under 'Downloads' on the right), have it authorised by the fund holder and email to the PPS Purchasing Support team on email@example.com. PPS will create the order and either email it to the vendor or back to the requester.
When SAP is unavailable: request an emergency purchase order form by emailing the PPS Purchasing Support team on firstname.lastname@example.org.
Changing delivery address
Download and complete form SAP05 (see Downloads) and send the completed form to:
Purchasing and Payment Services
Master Data Section
For more information please consult Overview: Purchasing Groups (see Links).