Please read the following process carefully

Before issuing a request to set up a new supplier please check that the supplies you require cannot be obtained from a supplier already set up on ICIS. The Procurement department has a large number of preferred supplier agreements in place set up for you to use and in the large majority of cases supplies can be sourced through these suppliers at preferential rates rather than setting up a new supplier on ICIS. Details of these suppliers and agreements can be found on this web site.

If you are uncertain whether a particular supplier is already set up on ICIS you can check by going to the iProcurement shop page and clicking on - "Click Here to Order from All Other Suppliers" then doing a word search in the Supplier field. A wildcard (%) can be used eg rex%sen% will find Rexel Senate Ltd. You can also contact the Purchasing and Accounts Payable Helpdesk at poandap@imperial.ac.uk or by telephone on +44 (0)20 7594 6000 for guidance on the supplier set up process.

Approval of a new supplier request is not automatic. If there is a preferred supplier on ICIS that provides the goods or services you require you will normally be directed to that supplier.

With new suppliers, they must be set up on ICIS before you place an order or request an invoice. Placing an order by phone or email without an official ICIS purchase order is in breach of the College’s financial regulations and could leave you personally liable for the goods or services.

The process for setting up new suppliers on ICIS

1. Obtain a quotation (not an invoice) from the supplier.
2. Complete the New Supplier Request Form. Send the quotation and any additional information to poandap@imperial.ac.uk
3. The completed form will be reviewed by the Procurement department and may be forwarded for authorisation to departmental finance officers or managers.
4. The Procurement department will ascertain that the supplier is prepared to trade under the College’s terms and conditions of business. If it is considered appropriate a credit check will be carried out.
5. Once approved, the request will be forwarded to the Purchasing and Accounts Payable Helpdesk for setting up on ICIS.
6. The Purchasing and Accounts Payable Helpdesk will need to independently verify the contact and bank information for the supplier. Once they are satisfied with this, they will advise the requester by email when the Supplier is available for purchase ordering.

Notes

On line credit risk, probity, banking and legal checks carried out by Dunn & Bradstreet are £26.00 each. The cost of the new supplier set up process (including the buyer's time) can be in the order of £200 for each request.

If you are already in receipt of an invoice and/or goods from the supplier please indicate this on the supplier set up form.

If you are requesting a new address for an existing supplier (or a supplier has contacted you to advise of a change of details) please tick the ‘site’ box on the New Supplier Request form.

New Supplier Requests are dealt with immediately but the time taken to complete the process depends on the suppliers response times as terms and conditions have to be agreed and bank details obtained to set up the supplier on ICIS.