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Purchasing

How to gain Oracle R12 shopper access

If accessing Oracle R12 is essential for your role in the divisional office, please email the MSD Divisional Finance Team at msdfinance@medsci.ox.ac.uk to request access.

The necessary forms will be completed, approved, and sent to the Central University for processing. This process can take up to five working days. You will receive an email confirming your access and providing instructions on how to log into R12 once it has been granted.

Finding the online training

Before the University will grant anyone Shopper access they need to complete the "Shopper" training course. This can be done online through the University's CoSy training portal (and you register by following the instructions below.

  • Sign into CoSy and then click on the Course Search option.

  • Type "Shopper" and run the search, and you'll see that it's the 5th option down the list, called simply "Shopper".

  • Click on the green downward arrow next to the line and then it gives you the option to Book.

  • Click through the various "Next Step" screens and it should then check out and send you the information you need to access the course.

You can work through the various modules of the course at your own pace, and can stop and then come back to the course at any point, but you will need to complete all of the course before access will be granted.

Successful completion should be confirmed by an email from the University Finance Training team. Please note that this email will instruct you to complete an R12 access form, but we will have already submitted this on your behalf if you've contacted us as per the section above.

Acessing Oracle R12

You should have had instructions on how to log into R12, including giving you your temporary initial password, in an email when your access form. If you cannot find this email (or if you have lost or forgotten your password at any stage) then you can access R12 using the following steps.

  • Go to the University Finance homepage (making sure you're on the University network, either by cable or VPN) 

  • Click the "Login" button labelled for Financials R12 Live

  • Type your Username, which will be your SSO ID

  • Click "Forgot Password" and it should give you step by step instructions to reset your password, which will be done via an email to your University email address.

Once this is done, please return to the login page and you should now be able to access R12. If you have successfully completed your Shopper training course then you should see the "UO iProcurement – Shopper" option in the Main Menu on the left hand side of the page.

Travel

Overview

Travel on University business is defined as travel necessary for meeting the University’s business needs which is paid for or reimbursed by the University. This includes travel by staff, students or visitors for: 

  • Attending meetings, conferences or to work elsewhere
  • Field trips arranged by the University
  • Research fieldwork
  • Placements
  • Interviews

 All persons travelling on University business should consider this travel hierarchy: 

1. Avoid travel - consider whether travel is necessary

2. Reduce your travel – consider these possibilities

  • Combine trips

  • Take fewer trips
  • Choose less distant conference locations
  • Minimise the size of the group  

3. Travel without flying – consider alternatives for travel within the UK, to Europe, or within other countries:

  • Rail (including sleeper trains)
  • Coach
  • Ferry
  • Car(share) 

4. Fly when there are no alternatives - and consider the 

  • Route - flying direct is usually less carbon intensive
  • Class of flight - economy class has the lowest emissions due to using less space 

 For further details please see travel policies on Considering travel | Staff Gateway 

Taxi 

Before you check the details below, please make sure to check out the 'Overview' section 

The Divisional Office has an account with 001 Taxis Oxford which staff may use if necessary to carry out their work. If you need to use a taxi, please first seek approval from your line manager, and then contact msdfinance@medsci.ox.ac.uk for further information on how to book. 

Please remember that taxis should only be used as a last resort; if time allows, please use the Science Transit Shuttle to get between meetings: ST1 timetable; access and recharges.  If you would like to use a bike to travel in Oxford, you may also be interested in the University's Bike Loan Scheme or Dockless Bike sharing systems.  

Train 

Before you check the details below, please make sure to check out the 'Overview' section

 If you need to book a train for work purposes this can be booked via the MSDO Finance Team on Key Travel. 

Please provide the information below to the MSD Finance inbox. 

  • Travel from and to i.e. Oxford – London Paddington
  • Date of travel i.e. leaving and returning
  • Time
  • Purpose of travel
  • Approval from line manager
  • Cost centre coding, if known

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk

Alternatively, you can book and submit an expense claim via SAP concur – Provided that your line manager approves and this complies with the expense policy.

Flights 

Before you check the details below, please make sure to check out the 'Overview' section 

If you need to book a flight to travel for work purposes this can booked via the MSDO Finance Team on Key Travel.

 Please provide the information below to the MSD Finance inbox: 

  • Travel from and to (specify airport
  • Dates of travel
  • Purpose of travel
  • Approval from line manager
  • Cost centre coding, if known 

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk

A quote will be provided to you and once you are happy the booking will need to be placed.  

Hotel accommodation 

Hotel accommodation should be pre-booked through the University preferred Supplier Key Travel whenever possible and paid for by the University directly. If a particular hotel is not available through Key Travel, it may be possible to book and pay for it through the University directly, prior to travel. 

Please provide the information below to the MSD Finance inbox: 

  • Accommodation name
  • Dates
  • Purpose of travel
  • Approval from line manager
  • Cost centre coding, if known 

MSDO Finance Team email: msdfinance@medsci.ox.ac.uk

 

Adding a new supplier/supplier amendment

New supplier

Before requesting a new supplier please check the existing suppliers are on the system as well as the preferred supplier list. 

Dependent on the service/goods required please check internally to see if it can be provided by from University departments i.e:catering

In order to get a new supplier added onto Oracle please see the process below:

  1. A new suppler requisition will be raised. 

  2. This needs both departmental as well as central purchasing approval. 

  3. Once approved, electronic forms will be sent out to the supplier for completion. This is to capture the company profile details, addresses, bank details etc.

  4. When the above has been completed and re-submitted, purchasing will review the forms and together with the payments team the company record will be set-up in oracle. 

  5. We will then be able to raise a purchase order and submit the invoice for payment.

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