Notices for Buyers

Global issues such as the pandemic and supply chain disruption have had a ​huge impact on many businesses. So before ​​you buy, please note the following:

1.  Always create a purchase order in FRIS (Agresso) before you commit to the purchase of goods or services. Suppliers you have used in the past may be on the verge of liquidation. Where this is the case, Procurement would have closed the supplier account in FRIS and you will not be able to raise a requisition.
2. Procurement carry out due diligence checks on all 3rd party suppliers we set up. Please ensure your supplier is set up for payment in FRIS  before you transact with a new business or, preferably, use suppliers that are already set up with an ID in FRIS.
3. Proforma invoices requiring advance payment are not acceptable by the University so please avoid all requests ​to pay in advance of the satisfactory delivery of goods or services.
4. Try and arrange staged small payments rather than single large payments with suppliers wherever you can.
5. ​​​To enable timely payment of suppliers, your purchase order number should be quoted on the supplier's invoice and you should pr​omptly receipt goods and services that have been satisfactorily delivered. 

The Procurement Policy underpins all procurement activity at CGST. Please refer to this document and the procurement website for information and guidance.

​​All procurement should  be carried out through raising a purchase order  in FRIS. Please make sure your supplier is set up on the system before agreeing to buy and goods or services. Failure to do so could result in delayed payment. 

Full information about the new process for requesting new suppliers in FRIS can be found by clicking here.

To avoid delays or rejection of your request, please ensure you:

• Follow the step by step guides on the page in the above link
• Have obtained the all necessary post-merger budgetary approvals for your purchase.
• Have checked to see if there are current suppliers in FRIS that can provide the goods / services 
• If there is no suitable supplier in FRIS send a New Supplier Details Form (Word) to the potential supplier asking them to complete it and return it to you together with their bank details on company letterhead and signed by a senior official. You will be required to attach the suppliers email containing both of these documents to your request in FRIS.
• Have completed the HMRC Employment Status tooland passed the results to Payroll for a decision, if the supplier is an individual.
• Have attached the correct number of quotes if estimated spend over contract term with the supplier is greater than £2k. A summary of purchasing thresholds is shown below:
  • £2k - £10k 2 quotes required
  • £10k - ​£50k 3 quotes required
  • >£50k - please refer to the Corporate Procurement Unit

• Have completed a Single Tender Justification if the supplier is a SOLE supplier of the goods / services being purchased and the estimated value is  greater​ than £2k when spread over the length of the contract (or 4 years if contract term is undetermined).
• Have completed a ​​ Whole Life Costs - Equipment Purchase form for large equipment purchases.
• Have completed all required fields and forms accurately and in full and attached all required documentation to your request.

​If you have a query or if you have a specialist, one-off purchase that you would like to make on behalf of the University, please do not hesitate to contact the Corporate Procurement Unit for advice and support. 

For FRIS system issues, contact fris@sgul.ac.uk

For IT system issues, contact helpdesk@sgul.ac.uk