Purchasing of library books

When library books are to be purchased, the UM Library sends book orders weekly to the Procurement Directorate. The procurement administrator selects the most affordable book after searching a number of websites. Once books are ordered and purchased the order confirmation and the book order request are given to the Library. Another copy of the receipt is also printed to be given to the Finance Office to debit the Library/Junior College account.

Purchasing of other material for UM entities

This includes services, works and equipment

The procedure for purchasing other material for UM entities is:

• The Faculty/Institute/Centre/School (F/I/C/S) raises a requisition and sets the order type ‘O’ for ‘Online Purchases’ for foreign suppliers who do not accept a bank transfer and have a secure online website.
• Once the requisition is approved and transferred to a Purchase Order (PO), the procurement administrator receives an automatic notification to process the payment.
• The procurement administrator liaises with the UM entity and the proceeds with the online ordering and payment. A copy of the invoice/receipt is printed and attached to the PO to be given to the Finance Department for the PO to be finalised.  
• The F/I/C/S issues the goods receipt when items have been delivered and notifies that the goods are in good condition.  
• If the items are not received, or if they are damaged, the procurement administrator liaises with the supplier.

Refer to the Standard Operating Procedure.