Before you start
Before making a request for a new supplier to be added to My Oracle, you must make sure that you have:
- considered whether you can use a purchasing card (P-card) to buy something that costs less than £2,000 (two thousand)
- checked the list of mandated contracts (pre-approved suppliers) to make sure there are no contracts already in place for the goods or service
- checked My Oracle for suitable existing current suppliers who could provide the goods or service
You must also comply with the following council policies:
If the new supplier is a consultant, individual or partner
If the new supplier you are requesting is for a consultant, individual, or a partner see guidance for fee payment as a Status fact finder questionnaire (DOC, 60KB) must be completed.
If the supplier is not in My Oracle and it is a one-off purchase
If your supplier is not listed in My Oracle and you only intend to trade with them once, you should use the Electronic Payment Request tool.
If you are issuing grant money
If you are issuing grant money, you should read the Electronic Payment Request Tool information for further guidance.
How to add a new supplier for approval
To request a new supplier to be added to My Oracle, you must create a non-catalogue requisition and tick the ‘new supplier’ box.
Instructions on how to raise a non-catalogue requisition can be found in the how to raise a non-catalogue requisition guidance in the My Oracle Hub.
The request will be sent to the budget holder for approval. Once approved, it will be sent to the purchase to pay (P2P) team, who will invite the supplier to register on our systems.
The invite to register will be sent to the email address provided on the requisition, so check that the address is correct before submitting.
When the supplier completes the online registration process, it will be reviewed by the P2P team. Once approved, a supplier record will be created, and your purchase order will be issued to the supplier.
The P2P team aim to action all new supplier requests within 3 working days.
If a supplier does not respond to the invite
If no response is received after one week, the P2P team will follow up with the supplier.
If after 2 weeks there is still no response, the P2P team will not be able to process the request and will return the requisition to you.
If the requisition is returned, please contact the supplier to advise them that the council has made several attempts to contact them and they will need to respond to future attempts if they want to be approved.
You can then submit a requisition again using the same process.