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Profiles explained

In myPurchase and uBASE the term PROFILES is used to describe a function, or number of functions, that a user is able to undertake. Access to myPurchase and uBASE profiles is dependent on:

• receipt in the Finance department of an authorised Profile Request Form
• users having received training for the profile(s) they need

The profiles available fall into three broad categories:

• Purchasing roles
• Sales roles
• Reporting and budget roles

 Purchasing roles:

• Generate requisitions: gives users the ability to raise shopping carts in myPurchase (including myCatalogue) for goods or services. You can also confirm receipt of your items in myPurchase (if you don't have any other purchasing roles)
• Approve requisitions (approver or substitute approver): gives users the ability to approve, or reject, requisitions in myPurchase raised against cost centre or project accounts to which the profile holder has direct or delegated responsibility, ie they have been set up as person responsible/approver on a cost centre(s) or project(s). Users who are to act as a substitute approver should also have the approver profile
• Produce Purchase Orders (purchase ordering): gives users the ability to process approved requisitions and produce official Purchase Orders (including Internal Trade) through the selection (or confirmation) of vendor, the selection of the appropriate VAT code and assessment of correct application of Financial Regulations
• Goods Receipt in uBASE (goods receipting): gives users the ability to confirm delivery of goods, or provision of services on behalf of their department and departmental users

It is NOT possible for a single user to have every purchasing profile. The University applies a separation of duties policy, only the following combinations of purchasing profiles will be allowed:

• Requisitioner and Approver
• Requisitioner and Orderer
• Requisitioner and Goods Receipter
• Approver and Goods Receipter

NOTE: A single user with any of the approved purchasing profiles may also have any combination of Reporting and other types of transaction based profiles required for their role.

Sales roles:

• External and Internal Sales Processing: enables users to process sales orders and generate sales invoices for external customers and/or to deal with Internal Trade orders for services supplied by the department to another University department
• Internal Trade Sales Processing: enables users to process sales orders for Internal Trade orders for services supplied by the department to another University department

NOTE: the production of invoices for research income is carried out by the research finance team within the Department of Finance, and there are no circumstances where departments undertake this function

Reporting and budget roles:

There are a number of different reporting profiles which allow users to run various financial reports. There is no restriction to the number of Reporting Profiles that a single user may access.

• Cost Centre Reporting: access reports containing both summary and detailed information on core departmental budgets and expenditure in cost centre accounts
• Project Reporting: access reports containing summary and detailed information on income and expenditure for non-research projects for external activities such as services rendered, conferences, short courses, etc. Where available the reports also contain information on project budgets
• Research Grant Reporting: access reports containing summary and detail information on budgets, income and expenditure on research projects
• Profit Centre Reporting: access reports containing summary information on a Profit Centre (Department’s) budgets, expenditure and income. It is also possible to run Profit Centre reports to show summarised income and expenditure for selected external project types for a particular Department. For example, all services rendered accounts for a user’s Department
• Employment Costs Reporting: (restricted to key departmental users) gives access to reports containing details of employment costs by cost centre or project, or by individual. Since these reports highlight sensitive information in relation to employment costs, access to this profile is very limited and users should expect that additional checks will be made to ensure this profile is only issued to those who need it for financial control purposes
• Expenses Reporting: (restricted to key departmental users) gives access to reports about expenses claims reimbursements by cost centre or project, or by individual. Since these reports highlight sensitive information in relation to individuals, access to this profile is very limited and users should expect that additional checks will be made to ensure this profile is only issued to those who need it for financial control purposes
• Budget virement: (restricted to key departmental users) enables the user to make distributions of budgets across cost centres. This is a specialised role/function and users should expect that additional checks will be made to ensure that this profile is only issued to those who need it for financial control purposes

  

 

Need help or more information?

Who to contact
Contact the myPurchase and uBASE helpdesk by emailing: mypurchaseubase@sheffield.ac.uk