Marketplace FAQ

What suppliers are Marketplace Suppliers?

There are currently two marketplace suppliers – Fisher Scientific and Merck Life Science.‌ See the Marketplace Suppliers User Guide.‌

What browser should I use?

Microsoft Edge is the recommended browser.  If you wish to use Firefox or  Google Chrome, you should clear the browser cache and enable pop-ups.

What are the Procurement Compliance requirements when raising a requisition?

1.  Under the Procurement menu > Requisition Entry, there is a mandatory field in the form of a drop-down menu, where users must select the Procurement Process Undertaken for their requisition. Click here for assistance in choosing the appropriate procurement process for your requisition.

2‌. All requisitions greater than €5000 must have the relevant procurement documentation attached. Click here for guidance on what documentation is required for each procurement process.

How do I upload/attach one or more documents to my requisition?‌

All requisitions greater than €5000 must have the relevant procurement-related documentation attached. Click here for guidance on what documentation is required for each procurement process.

1. To attach one or more documents to a requisition, please click on the paperclip icon on the top right-hand corner of the screen.
   
2. This will bring up a pop-up window titled Documents. Click on the Add a Document box.‌
   
3. Click the Upload button.
   
4. Browse to the required document, click it and then hit Save.  Note the limit is 3MB.
5. Repeat for each document you wish to add then close the Add
   

When I click on Go Shopping button nothing happens?

Sometimes pop-up blockers can block the marketplace screen from appearing.  If this happens you should make sure that you are using the recommended browsers (Microsoft Edge, Firefox,  or Google Chrome) you should clear the browser cache and enable pop-ups.

Can I use the Requisitions – standard screen to order products from Marketplace Suppliers?

The Requisitions – standard screen should not be used to order products from Marketplace Suppliers.  If a requisition is entered on the Requisitions – standard screen it will be sent back to the requisitioner as a task and they will be informed ‘Your requisition must be made via the Marketplace’ on the Requisitions – Marketplace Suppliers screen.  In order to close this requisition click on the task and change the Status from Active to Closed.

1. See How to Change the Status of a Rejected Requisition from Active to Closed
2. Once you have changed the status from Active to Closed log a call with the Service Desk to clear it from "My Tasks".

Will I still get a copy of the P2P Purchase Order?

Yes, a copy of the purchase order will be emailed to the requisitioner but it must not be sent to the supplier as the purchase order is automatically sent to the Marketplace.

The following notice will accompany the purchase order:

IMPORTANT: Your P2P Order has already been sent to the supplier, copy attached is for info only.

What can I do if I made a mistake with the order?

If a mistake is made with the order then the supplier must be contacted to cancel the order, and a request made to Accounts Payable, p2p@nuigalway.ie to cancel the order on the Financial System.

Can I order the same product from the Marketplace multiple times on the same requisition?

No, it is not possible to order the same product from the Marketplace multiple times on the same requisition.  The Marketplace accumulates the quantities for the same products and puts them as a single line on the requisition.  We advise users to enter separate orders when ordering the same product for multiple cost centres.

Can I order the same product for multiple cost centres on the same requisition?

No, it is not possible to order the same product for multiple cost centres on the same requisition.  We advise users to enter separate requisitions when ordering the same product for multiple cost centres.

Can I order a product that is not listed on the Marketplace?

Yes, it is possible to order a product that is not on the Marketplace?

a)  Contact the supplier and request them to upload the product onto the catalogue.  Please note that the product must be a contracted product and it will take at least 24 hours for the supplier to update the catalogue.

Or

b)  Enter the product as a non-catalogue product.  In order to ensure that the order is processed efficiently orders for non-catalogue products should be ordered separately to catalogue products.  If a requisition is entered for both catalogue and non-catalogue products it will result in a delay in processing the order.

Can I enter a single order for products with different VAT rates?

No, if products have different VAT rates then a separate requisition must be raised for each VAT rate.
(Note: most lab consumable and ICT consumable products have a standard VAT rate of 23%)

Can I enter a different delivery address when entering a requisition?

It is possible to use the Delivery attention field to note the name of the person and the number.

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Can I enter a  quote number or batch number on the requisition?

Yes, use the External reference field to enter your quote number or batch number (if applicable).

Can I enter a different product code or product description on the requisition?

No, the product code or product description must not be changed.  If the wrong product was selected click on the Clear button to clear the screen and click on Go Shopping button to select the correct product.

Can I change the quantity on the requisition?

Yes, it is possible to change the quantity on the requisition.  Note that the quantity may not be in stock and go on back order as it is not possible to get real-time product information on the supplier’s website.

Where can I add Product text on my requisition?

1. Under Requisition details, click into the Product Code to activate the line.
   
2. Scroll down and click on the chevron beside Detailed information to expand the window.  The Product text box is now available, here you can add your Product text.
   

Note: When purchasing from the catalogue, the text added here is only for your own reference. The text will appear on your Purchase Order PDF, but will not be sent to the supplier.  The exception is when purchasing non-catalogue items. The Product text will be sent to the supplier.

Where can I view the Supplier Product Code and Delivery Attention information I added to my requisition?

1. From the Menu click on Reports.  From Global reports click on the down arrow chevron across from 4. Purchasing Reports. Now click on Requisition Status(W).‌
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2. Under Selection criteria,  enter your relevant date and click Search to view all your requisitions.  To refine your search, enter your Cost Centre Code and click Search.
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3. A report will now open showing you Delivery Attention and the Supplier Product Code information.
   

I cannot see the GL Analysis section to enter the cost centre and tax code?

Click on the product line, and then click on the down arrow chevron beside GL Analysis to enter the cost centre and tax code.
Important: You must enter the cost centre and tax code for each line of your order.

When I go into the Goods Receipt screen invoice image is appearing on top of transaction details, how can I get rid of the image?

In order to view the transaction details click on the minimise icon to minimise the invoice image.

What happens if there is a price difference between the order and invoice?

Please follow the instructions in the workflow task which is sent to the requisitioner initially.  If in agreement with the additional cost, click on Approve.  The task will then be sent to the Budget Holder. 

If not in agreement, click  Park and contact the supplier to request a credit note.  When you receive the credit note un-park the invoice and approve if all is in order.

Who do I contact if the Supplier has not received my order?

Supplier contact details for NUI Galway purchasers are;

What‌ happens if I forget to do a GRN?

A missing Goods Receipt Note email is sent to the Requisitioner if the invoice is received and the ‌GRN has not been completed.

They must then log in to the Financial System and complete the GRN task as follows. 
Please click RECEIVE GOODS to confirm the GRN in full, or click Goods receipt for partial receipt.
REJECT will return the invoice to Accounts Payable.

Why did I receive an email from the Financial System (Agresso) - "P2P - EINVOICES/CREDIT NOTE APPROVAL ALERT" asking me to “Please GRN Order” even though I did a GRN?

The following email task alert will arise if a Goods Received Note is completed after the invoice has been received into Financial System from the supplier.

You must log into the Financial System and confirm that the invoice should be accepted if all is in order, by clicking on the Accept button, see below. The Reject button will return the invoice to Accounts Payable.

What do I do if an ordered product is damaged?

If the product is damaged, do not complete the Goods Received Note and contact the supplier to request a credit note.

Can I copy a full requisition or a requisition line?

No, it is not possible to copy a full P2P requisition or requisition line. All requisitions greater than €5000 must have  the relevant procurement-related documentation