This flowchart (PDF) provides an overview of the process for requesting a new supplier to be set up in FRIS (Agresso).
It is important that your supplier is set up on the system before agreeing to buy goods or services as failure to do so could expose the University to unacceptable risks and result in delayed payment. Before engaging third party suppliers, it is important to note the following:
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Ensure that St George’s, University of London purchasing thresholds have been complied with. Overall spend needs to be taken into consideration by aggregating total expenditure over the term of the proposed contract.
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Check to see if the required supplier is already listed in FRIS or if there is an existing preferred supplier or secondary supplier. You can also search for potential suppliers by using the 'Search for Supplier by Item' report in FRIS. You will find it under Global reports in the Requisitioners Reports section.
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If the supplier is not listed in FRIS, complete a new supplier request form (Word) and send it to the Corporate Procurement Unit (CPU).
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Once the form is received, CPU and Accounts Payable carry out checks to ensure that there is no other suitable supplier already on the system, the supplier is creditworthy and there is no alternative or more efficient means of paying the supplier.
IMPORTANT NOTICE
Procurement are working with the FRIS team to automate the new supplier request process and this page will be updated in due course. Once the new process goes live, please follow the instructions below:
- Ensure that St George’s, University of London purchasing thresholds have been complied with. Overall spend needs to be taken into consideration by aggregating total expenditure over the term of the proposed contract or over 4 years if the term is uncertain.
- Check to see if the required supplier is already listed in FRIS or if there is an existing preferred supplier or secondary supplier.
- If there is no suitable supplier in FRIS send a New Supplier Details Form to the potential supplier asking them to complete it and return it to you together with their bank details on company letterhead and signed by a senior official. You will be required to attach the suppliers email containing both of these documents to your request in FRIS.
- Carefully follow the steps in this guide or quick card to submit your new supplier request in FRIS.