1. First, identify what you would like to purchase.
  2. Go to the Finance forms to create your purchase request (or pass on the quote or details to your Client Services Administrator) and log in with your staff username and password.
  3. Complete the form (see the Purchasing guides below).
  4. Attach all required information to the form, e.g.
    • Copy of approval from relevant Cost Centre head/Head of Department/Pro-Vice-Chancellor
    • Quotes
    • Catalogue information/specifications
    • Photos
  5. Click Submit which will send your request to a Purchasing Officer.
  6. The Purchasing Officer will create the Finance One purchase order for you or request further information if required. Once the Finance One order has been submitted the Purchasing Officer will receive a system-generated email confirming that the order has been placed. There will be further communication as required once the order is delivered and receipted.
  7. Once the approval process is complete in Finance One, you will receive notification from the Purchasing team.

The Finance forms do not need to be used for stationery, domestic travel, or in the following departments who have embedded purchasing staff:

  • Dentistry
  • Chemistry
  • Microbiology
  • Anatomy
  • Physiology
  • Pharmacy
  • Pathology
  • Biochemistry

The Purchasing guides will help you with using the Finance forms to request purchase orders:

You can also email the Purchasing team in Supply Chain at purchasing@otago.ac.nz if you need any assistance or have questions about using the Finance forms.

Last updated 04/08/2020 10.05 AM

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