Purchase Orders
We can help you understand how to raise and manage Purchase Orders (POs) for goods and services, IT equipment, and consultancy, using the University’s R12 iProcurement system.
If you’re new to purchasing, start by reviewing What is a Purchase Order and Purchasing Goods & Services below.
WHAT IS A PURCHASE ORDER
A Purchase Order (PO) is a legally binding document between a supplier and the University.
It ensures purchases are authorised in advance and that terms and costs are properly controlled.
POs can be amended or cancelled if required.
PURCHASING IT EQUIPMENT
All IT equipment (PCs, monitors, software, cables) must be purchased directly by the Department and cannot be reclaimed via expenses.
To request IT equipment:
📧 Email ithelp@medsci.ox.ac.uk with your requirements.
You’ll receive a ticket number to track your request.
Please do not email IT or Finance staff directly.
PURCHASING GOODS AND SERVICES
If you will be making purchases, you’ll need access to the University iProcurement system (R12).
To request access:
📧 Email finance@phc.ox.ac.uk
Include your full name, Oxford username (SSO), and employee number.
The central finance team will contact you when access is enabled.
RAISING A PURCHASE ORDER
POs can be raised by you, your team, or by Finance on your behalf.
⏱ Typical turnaround: 1 working day.
Mark your email as high priority if urgent.
PURCHASE ORDER PROCESS
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Identify an appropriate supplier (use the University preferred suppliers list).
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Obtain a quote, if required (see “Do I need to obtain a quote?” below).
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Place the order via R12 iProcurement.
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The order is approved by Finance and the PO is automatically generated.
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The PO is sent to the supplier (confirm receipt if they are new).
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When goods/services arrive, receipt them in R12 or notify Finance.
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If you receive an invoice directly, forward to finance@phc.ox.ac.uk.
DO I NEED TO OBTAIN A QUOTE?
The University has preferred suppliers for most goods and services.
Where preferred suppliers are used, quotes are often not required.
However, if you use other suppliers, quotes must be obtained as outlined below.
FINANCIAL LIMITS FOR QUOTATIONS
(Updated August 2023)
| Purchase Value | Preferred Supplier | Other Supplier |
|---|---|---|
| < £2,500 | No quote required | Confirmation of price |
| £2,500–£4,999 | No quote required | Two written quotes or Single Quote Justification Form |
| £5,000–£24,999 | No quote required | Two written quotes or Single Quote Justification Form |
| £25,000–£125,000 | Formal request for quote; three written quotes | Same requirement |
| > £125,000 | Purchasing Department-led tender | Purchasing Department-led tender |
📄 Single Quote Justification Form (download)