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UID:e334f5a993998ebc3eb3a69fb8f1245f
DTSTAMP:20260823T231911Z
SUMMARY:Finance – Purchase Order freeze
DESCRIPTION:What is happening\nFrom 19 October\, no new Purchase Orders can
  be raised in ICIS. Only fully approved Purchase Orders will be migrated t
 o Atlas. Requisitions will not. Any requisition not converted to a Purchas
 e Order by 19 October must be re-raised in Atlas from scratch after go liv
 e.\nWhat you need to do\n\nIdentify purchasing needed before or during the
  freeze and raise Purchase Orders well before 19 October.\nFactor in appro
 val time. Allow enough time for the full sign-off chain before 19 October.
 \nCheck your open requisitions now. Any stuck in approval at the freeze da
 te are lost.\nMake sure approvers are available or set vacation delegation
  rules in ICIS if anyone is away. Guidance will be published separately.\n
 Do not use expense claims for items that should go through a Purchase Orde
 r. The Finance team will scrutinise claims and anything that should have b
 een a Purchase Order will not be reimbursed.\n\nKeeping ordering going: bl
 anket Purchase Orders\nA blanket Purchase Order lets you raise a single or
 der against a supplier now and then manually order against that Purchase O
 rder number throughout the freeze – by phone\, email\, or other means. S
 uppliers invoice against the Purchase Order number as normal and those inv
 oices are processed once Atlas is live.\n\nMonitor spend against the blank
 et Purchase Order value locally during the freeze.\nClose the blanket Purc
 hase Orders and switch to normal Atlas purchasing once the system is live.
 \nContact Procurement for advice on setting one up before the freeze.\nWe 
 understand that blanket orders may need to be set up for multiple supplier
 s. This is a significant system change and this is what we need to do to m
 ake it work.\n\nLabs and refrigerated consumables\nChemistry stores at Whi
 te City and South Kensington are extending their ranges via VWR to cover l
 ab consumables during the gap. Stock up in advance where possible. The bla
 nket Purchase Order approach covers ordering needs for other consumables.\
 nPurchase Order migration\n\nMigrated Purchase Orders keep their original 
 ICIS Purchase Order numbers in Atlas.\nNew Purchase Orders raised in Atlas
  after go live have a new number range so they are easy to distinguish fro
 m legacy Purchase Orders.\nFinance will lead a Purchase Order cleansing ex
 ercise before migration and will contact departments. You will not need to
  review everything yourself.\n\nImportant\nRequisitions not converted to P
 urchase Orders by 19 October cannot be migrated. Check your open requisiti
 ons now.
URL:https://www.imperial.ac.uk/events/211233/finance-purchase-order-freeze/
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LOCATION:United Kingdom
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