ICIS
i Procurement Guide
Research Services
Buyers
ICIS User Guide I-procurement
i – procurement guide for purchase requisitions
1. Logging Into ICIS ...................................................................................................3
1.1 Introduction to Purchasing .................................................................3
1.2 Prerequisites .........................................................................................3
1.3 Obtaining a username and password ...............................................3
1.4 Sign-on to ICIS.....................................................................................................3
1.6 Setting up your profile options ............................................................................5
1.7 Delivery (ship to) address ...................................................................5
1.9 CORE Purchasing Set-up ...................................................................6
2. How to Create a Purchase Requisition ...............................................................8
2.1 Enter A Service Order Requisition.....................................................8
2.1.1 Purchasing Category Codes ...........................................................8
2.1.2 Querying the supplier .......................................................................9
2.2.1 Shopping Cart ..................................................................................10
2.3.2 Delivery .............................................................................................10
2.3.3. Billing................................................................................................11
2.3.4 Review Charge Accounts...............................................................12
2.3.4 Enter Notes & Attachments ...........................................................12
2.3.5 Approvers -Default Approver.........................................................13
2.3.6 Review and submit requisition ......................................................13
2.3.7 Submit Confirmation .......................................................................14
2.3.8 How to find the Purchase Order Number ....................................................15
3 The Approval Process...........................................................................................16
3.1 Approving a Purchase Requisition by email...................................16
3.2 Approving a Purchase Requisition on the Shop Tab ....................18
4. Additional Information ..........................................................................................19
4.1 The Help Facility .................................................................................19
4.2 Frequently Asked Questions.............................................................19
4.3 Purchasing Policies ............................................................................20
5. Useful Contacts....................................................................................................21
Appendix 1 Summary of Purchasing Category Codes........................................22
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 2
guide.doc
ICIS User Guide I-procurement
1. Logging Into ICIS
1.1 Introduction to Purchasing
ICIS Purchasing at Imperial College is based on the Oracle system and utilises the
Financials and HR packages.
Within Financials is a Purchasing package called i-procurement, which the College uses for
on-line purchase ordering.
1.2 Prerequisites
This guide assumes the user is familiar with the terminology and navigation fields within
Oracle Applications and has already attended an internal ICIS course on Oracle.
Please contact the Finance Training section on 48855 if you have any further queries.
1.3 Obtaining a username and password
Registering to use ICIS & to place purchase orders on-line
To register for access to ICIS you must complete the ICIS User Access Authorisation Form
Part A and have your Head of Department or Division authorise it by signing, dating and
stamping the form. Please also remember to sign the form.
If you wish to order on-line you also need to complete Part B of the form.
Note: this process is normally carried out by or through your Departmental or Divisional
Administrator. The forms are available on-line at: http://www.icis.ic.ac.uk/access/newuser.htm
Once these forms are processed you will be set up on the system and given a username and
password to access ICIS.
There are many shortcuts available when placing orders on line and these are detailed on the
ICIS Web pages at: http://www.icis.ic.ac.uk/
1.4 Sign-on to ICIS
• Click on the Oracle 11i icon, which is shown on your desktop.
• If not enter the following url to access ICIS: www.icis.ic.ac.uk
The web browser will load and the Oracle Applications window will be displayed on the
window:
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 3
guide.doc
ICIS User Guide I-procurement
• Enter your username in the User Name field
• Enter your password in the Password field.
• Choose Connect.
ICIS Help will assign a temporary password for your first logon. The system will then prompt
the user to enter a new password and to confirm this change.
1.5 Choosing a Responsibility
When you sign on to Oracle Applications the Navigate window appears listing your current
menu access.
Your sign–on will display a Responsibilities window as shown below:
Select the Self Service responsibility “IC FIN USERNAME IPROC”
The user will be directed to the Home Page of i-procurement. Please click on this option.
The main navigation window of i-procurement now appears on the screen. You are now ready
to start using i-procurement.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 4
guide.doc
ICIS User Guide I-procurement
1.6 Setting up your profile options
A new profile function allows buyers to enter their own purchasing information. This will
enable buyers to have specific defaults set up which will make the purchasing process
simpler to use:
Click on the profile tab on the homepage.
A screen will appear which will allow the buyer to enter the following information.
1.7 Delivery (ship to) address
• Need By Date – At this prompt buyers can enter the number of days in which they will
require the purchase items.
• Requestor Name – At this prompt the buyer can enter their default name or the name
of the requestor for whom they are processing purchase requests.
• Deliver To Location – At this field the buyer MUST enter their delivery location from
the default which is a payslip delivery address set up from HR.
Research Services Delivery Locations
There are 5 delivery locations set up for Research Services, please ensure the Deliver To
Location is chosen to reflect the site you are currently working at.
IC site location Research Services Delivery Location
South Kensington SHER RESEARCH SRVICES
Charing Cross CXRB RESEARCH SERVICES
Hammersmith HMCW RESEARCH SERVICES
Royal Brompton NHDH RESEARCH SERVICES
St Mary’s SMSW RESEARCH SERVICES
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 5
guide.doc
ICIS User Guide I-procurement
1.8 Favourite Charge accounts
Another new function available within i-procurement is the facility for buyers to be able to list
he most popular GL accounts that are used on a regular basis.
• Go to the profile tab on the Homepage.
• Scroll down the page until you reach the section marked Favourite Charge Accounts.
• State whether you wish to have the GL account as your main default account by
clicking your mouse over the default button.
• Enter a nickname or something that is familiar to you to use on a regular basis.
• Enter the appropriate General Ledger code.
• To save these changes click on the Apply Changes button at the bottom of the page.
1.9 CORE Purchasing Set-up
In addition, buyers should set up their default information by accessing their CORE set-up.
When you log onto ICIS click on the responsibility “IC FIN USERNAME”.
Users will notice that there is now a new user profile option that is available for access.
Click on this option.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 6
guide.doc
ICIS User Guide I-procurement
Buyers will see three areas, which will require their default information:
1. IC BILL TO – Buyers must select the billing address for the payment of invoices.
2. IC ENQUIRIES TO – Buyers must enter their full name and full telephone number as well
as their email address if this is required.
3. IC:OUTPUT METHOD – Buyers must select their chosen method for their purchase
orders:-
• E PRINT – When the order is approved the buyer will receive an email with a
copy of the purchase order attached in pdf format (but NO copy will be faxed
to the supplier).
• FAX – When an order is approved a fax will be sent by ICIS to the supplier.
• BOTH E PRINT & FAX – When an order is approved a fax will be sent by
ICIS to the supplier. In addition, the buyer will receive an email with a copy of
the purchase order in pdf format attached.
• DO NOTHING – No fax or e print will be created.
NOTE: All of the above defaults can be changed when entering a requisition.
NOTE: The billing address has been set at South Kensington for all buyers.
If you are located at Hammersmith please select the HAM INVOICE ADDRESS option.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 7
guide.doc
ICIS User Guide I-procurement
2. How to Create a Purchase Requisition
2.1 Enter A Service Order Requisition
This function ICIS allows buyers to select their own supplier information, and enter
their own items and item descriptions for goods/services.
To create a purchase request click on the option marked Create New Requisition.
2.1.1 Purchasing Category Codes
Category codes are used for purchasing, stock and supplier payments, to analyse purchases
and expenditure. The codes are based on the Proc – HE (Procurement higher education)
codes to enable exchange of information with other universities. There are two levels of
product groups level 1 denotes the broad product group, while level 2 denotes the product
classification.
Category codes used in purchasing will automatically generate an analysis code as indicated
in Appendix 1. It is therefore crucial that category codes are used correctly as this will
determine the accuracy of data recorded in GL.
Enter the following information:-
• The category code. The category must reflect the items you are about to purchase
e.g. For Research services it will be either RY for Research Partners or RZ for
Professional & Bought In services.
• Click on the torch next to the category field to query on the range of available
categories.
• Enter the name or description of the service to be provided.
• Click on the GO button.
Please note it is vital the buyer chooses the correct category codes, because these category
codes are linked to the colleges’ main analysis codes for reporting purposes.
Further details of the category codes and their associated analysis code can be found in
appendix 1.
Before proceeding further ensure you have selected the correct category code.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 8
guide.doc
ICIS User Guide I-procurement
You will be taken back to the main purchasing screen.
• Enter the description “Subcontractor services –“ of the service within the item
description field. This must include a reference to the Project code.
• Enter the service amount of the order.
2.1.2 Querying the supplier
• Scroll down the screen until you reach the Name prompt
• Click on the torch.
• This will allow you to search for the supplier.
• Enter the name of the supplier.
• Enter a wildcard before and after the supplier name to maximise the search facility.
• Once you have entered all the details, click on the GO button.
A series of supplier names will appear on the screen with their ordering addresses.
You will need to scroll through the suppliers until you have reached the one you require.
In this example, we have to turn to the next page before the supplier is found.
Ensure you select the correct ordering address.
Click on the select button.
You will now be bought back to the main ordering screen.
Once you are happy with this information click on Add to Cart button to proceed to the next
stage of the purchasing process.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 9
guide.doc
ICIS User Guide I-procurement
2.2.1 Shopping Cart
We have now reached the next phase of the process, which allows buyers to view the
contents of the shopping basket. Buyers have the opportunity to go back and amend the
service order, the description or even the amount of the service order.
• Click on the Proceed to checkout button.
2.3.2 Delivery
Buyers now have the opportunity to change aspects of the default set-up, which has been set
up as part of the user profile. The buyer can change the required dates, requestor name, and
the billing location.
• Enter the date when the items are required.
• The deliver to location will default to the one assigned within your profile. If this needs
to be changed, click on the torch and select another delivery location.
• Scroll down the screen and click on the continue button.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 10
guide.doc
ICIS User Guide I-procurement
2.3.3. Billing
We have now reached the billing screen where we will have to enter the appropriate cost
centre and activity code.
At the Cost Centre field – Enter the appropriate project cost centre.
At the Activity field – Enter the appropriate project activity code.
NOTE: These two fields are case sensitive – Use capital letters.
We now have to enter the appropriate VAT code information.
• Enter the vat code if known.
• Alternatively, click on the torch and select one from the range available.
This will provide your default VAT code.
• Click on the continue button.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 11
guide.doc
ICIS User Guide I-procurement
2.3.4 Review Charge Accounts
The buyers are given an opportunity to check the cost centre and activity code assigned to
the items on the purchase requisition.
If they need to change the cost centre and activity code, simply click on the Charge account
and select an appropriate code.
NOTE: The analysis code defaults automatically from the category code selected.
Under no circumstances must the analysis code be changed, as this is required for
reporting purposes.
• Finally click on the Continue button.
2.3.4 Enter Notes & Attachments
At this screen buyers can enter additional information about the purchase requisition.
• At Requisition Description – Enter a brief description of the requisition (This is
mandatory).
• Alternatively, buyers can click below on the link and the first line item on the purchase
requisition will now become the purchase description.
• Buyers can also add attachments – (Note: only text attachments can be sent to the
supplier).
• Click on the continue button once all of the notes have been assigned.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 12
guide.doc
ICIS User Guide I-procurement
2.3.5 Approvers -Default Approver
A default approver/s will appear on the screen.
Please note that Finance Faculty Finance Officers will be able to approve service orders up to
the limit of £100K. Anything above this will go to the Director of Finance.
There will be a different approval hierarchy for each Faculty, so your approver will depend on
which Faculty you are raising service orders for.
You can enter additional notes to be sent to the approver.
If you are happy with the approver currently assigned, you will need to scroll down the screen
and click on the Continue button.
2.3.6 Review and submit requisition
The buyer can now submit the purchase for approval.
The buyer also has the opportunity to do a final review of the details of the purchase
requisition by clicking on the view option. This shows additional information such as the GL
code combination, vat code etc.
• Click on the submit button.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 13
guide.doc
ICIS User Guide I-procurement
2.3.7 Submit Confirmation
The purchase requisition is now complete.
A message will appear on the screen highlighting the purchase requisition number.
NOTE: Please do not quote the requisition number to the supplier an official
purchase order will be assigned to the requisition once the purchase has been
approved.
The buyer can proceed and raise another purchase by clicking on the Continue Shopping link.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 14
guide.doc
ICIS User Guide I-procurement
2.3.8 How to find the Purchase Order Number
Buyers can view their purchases on the home page or on the Requisition Status Tab.
Go to the section marked Requisition Status.
Here, buyers can select the order in which they can view the purchase requisitions from the 3
options shown:-
Last 10 requisitions – Buyers can view the last 10 purchases on the screen.
All My Requisitions – Here buyers can view all of their requisitions on the screen.
Group Requisitions – Here buyers can view all the purchases made within their respective
purchase group.
There are 5 stages in the requisition process:-
• A Pre-Approved requisition is approved within the buyers approval limit but has
been forwarded to another approver.
• Rejected has been rejected by your approver.
• An In-Process requisition has been submitted but not yet approved.
• Approved – A requisition that has been approved
• Cancelled – A requisition that has been cancelled
Scroll down the page where you will be able to see all of the listed requisitions and their
associated status.
Click on the requisition that you wish to view.
You will now be able to view the purchase order number (if this has been approved) as well
as the item line details of the purchase requisition.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 15
guide.doc
ICIS User Guide I-procurement
3 The Approval Process
3.1 Approving a Purchase Requisition by email
Approvers will receive an email notification that a purchase requisition requires their approval.
Open the email.
The approvers will be able to see the following information:-
The buyer details and summary purchase information including VAT information in the top of
the screen.
Requisition Lines – The detailed information of the purchase e.g. the item description,
supplier name, the account code combination and the unit price.
Approval Sequence – The approver will see the details of the submission e.g. the date it was
sent.
The approver will also receive an attachment of the notification details. Open the attachment.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 16
guide.doc
ICIS User Guide I-procurement
The new Oracle version 11.5.9 has an additional security feature that will affect all approvers.
The login screen will appear.
The approver will have to log into the system using their username and password.
They will then have to select an Oracle responsibility
If you are an approver select the IC FIN USERNAME responsibility.
Click on the GO button
Select the requisition to be approved from your notifications listing.
The approver can choose to do one of the following:-
• Forward the purchase requisition to another approver.
• Reject the purchase.
• Approve the purchase.
• Approve and Forward the purchase.
• Click on the submit button once an option has been selected.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 17
guide.doc
ICIS User Guide I-procurement
3.2 Approving a Purchase Requisition on the Shop Tab
Alternatively, approvers can view the purchase requisitions on the section marked To Do
List.
This section logs all of the outstanding notifications that require some form of action on the
part of the approver.
Click on the requisition number shown.
The approver will now be able to view and process the purchase requisition.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 18
guide.doc
ICIS User Guide I-procurement
4. Additional Information
i-procurement users have access to a range of purchasing information.
4.1 The Help Facility
The Help facility allows users to access all types of purchasing enquiries.
Click on the Help button, which is located in the top right hand corner.
This will open a small window with various tips that cover all aspects of the purchasing
process.
4.2 Frequently Asked Questions
Buyers have access to the most common types of questions that are dealt with by the
purchasing section.
Click on this section. This will open a small window where buyers can view a range of
purchasing questions/answers covering all aspects of the purchasing process.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 19
guide.doc
ICIS User Guide I-procurement
4.3 Purchasing Policies
Lastly, buyers have access to Purchasing guidelines and policies.
Click on the Purchasing policies section.
Buyers will be directed to the Purchasing web site where they will be able to access all the
current purchasing policies and information.
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 20
guide.doc
ICIS User Guide I-procurement
5. Useful Contacts
Department Location Telephone number /
email address
6.1 General Finance Systems accounting Extension 48863
queries section Email:sysacc@ic.ac.uk
Room 407
Sherfield Building
6.2 Purchasing Information section Extension 48593/4
Helpdesk Room 411 Email: pohelp@ic.ac.uk
Sherfield Building
6.3 ICIS web page General Purchasing tips http://www.icis.ic.ac.uk
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 21
guide.doc
ICIS User Guide I-procurement
Appendix 1 Summary of Purchasing Category Codes
Level Classification Analysis Code
A Teaching & Audio-Visual
AA Audio Visual Equipment inc Video Conferencing, Televisions, Videos 165119
AE Photographic Equipment Supplies & Services 165107
AG Teaching Equipment 165110
AJ Audio Visual Consumables, Accessories, Cassettes etc 163110
AK Photographic Consumables, Accessories etc 163113
B Library & Publications
BA Book Binding Services 162310
BB Books 162304
BG Newspapers & Periodicals 162307
BK Electronic Media 162316
BL Music CDs & Scores 162319
BM Publication Costs 162322
BZ Other/General Library 162316
C Catering Supplies & Services
CA Beers, Wines, Spirits & Alcoholic drinks 168110
CB Food 168104
CF Catering & Bar Equipment Purchase inc Vending 165104
CG Catering & Bar Equipment Maintenance & Repair 165122
CH Catering & Bar Equipment Rental 165128
CJ Soft & Non-alcoholic Drinks 168204
CK Tableware, Crockery, Cutlery, Table Coverings etc 168125
CL Vending Consumables 168119
CM Catering Disposables 168122
D Spare
E Spare
F Furniture, Furnishings & textiles
FA Electrical White Goods & Domestic Kitchen Equipment 165107
FB Laboratory Furniture - Fixed & Free-standing 165304
FC Furniture - Office 165304
FE Textiles & Fabrics (including Bedding) 168228
FF Furniture - Residential 165304
FH Sports Equipment 165107
FK Furniture Maintenance & Repair 165307
FL Furniture - Rental 165310
G Spare
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 22
guide.doc
ICIS User Guide I-procurement
H Janitorial & Domestic Supplies & Services
HA Cleaning Agents 167622
HB Cleaning Equipment 165116
HC Cleaning Materials 167604
HF Protective Clothing/Safety Workwear 167610
HG Laundry & Dry Cleaning Services 167613
HK General Waste Disposal 167619
HQ Window Cleaning 167616
HR Deep Cleaning 167628
HS Cleaning Contracts 167607
HT Pest & Vermin Control Services 167625
I Spare
J CBS
JA Laboratory Animals 164204
JB Laboratory Animal Maintenance 164207
JC Laboratory Animal Feed 164210
JD Laboratory Animal Bedding 164213
JE Laboratory Veterinary Drugs 164216
JF Laboratory Animal Carriage 164219
JG Laboratory Animal Screening 164225
JH CBS Specialist Equipment 164228
JJ Veterinary Fees 164228
JK Laboratory Animal Cages 164231
K Computer Supplies & Services
KB Printer Purchase 165113
KC Computer Consumables, Toners, discs etc 165210
KE Software Purchase, Maintenance, Development & Royalties 165204
KG Server and related items 165113
KH PC Purchase inc Apples 165113
KJ Network Equipment 165113
KK Laptop Computer Purchase 165113
KL Computer Peripherals & spares 165113
KM IT Maintenance & Repair 165125
KN Internet & Intranet Costs 165222
KP Software Maintenance & Licences 165207
KQ Network Installation & Services 165216
KW Web Design & Maintenance 165219
L Laboratory Supplies & Services
LAA Laboratory Consumables & Sundries, incl. Disposables 164104
LAB Laboratory Plasticware 164110
LAC Laboratory Glassware 164110
LAD Laboratory Chemicals 164107
LAE Laboratory Substances 164107
LAF Laboratory Alcohol 164107
LBA Laboratory Equipment up to £10,000 165107
LBB Laboratory Equipment £10,000 to £50,000 165107
LBC Laboratory, Capital Equipment more than £50,000 165104
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 23
guide.doc
ICIS User Guide I-procurement
LBE Laboratory Equipment Maintenance & Repair 165122
LBF Laboratory Equipment rental 165128
LCA Laboratory Clothing 164104
LDA Laboratory Gases Purchase 164113
LDB Laboratory Gases Rental 164116
LDC Refrigerants include Liquid Gases & Dry Ice 164113
LEA Pharmaceuticals – Non-veterinary 164107
LFA Laboratory Waste Disposal – Chemical / Toxic 162419
LFB Laboratory Waste Disposal – Clinical / Medical 162422
LFC Laboratory Waste Disposal – Radioactive 162416
LWA Radiochemicals & nucleotides 164107
M Workshop Supplies (not Estates instead see W codes)
MB Electrical Components & Sundries inc batteries 164119
MD Hand & Power Tools 164125
ME Handling & Storage Equipment 165107
MF Machine Tools & Accessories 165107
MG Workshop Equipment 165107
MH Mechanical Components/Spare Parts/Sundries 164119
MK Raw Materials Metal/Wood/Plastic/Glass/inc Lubricants 164128
MS Workshop Consumables 164128
MT Testing & Calibration 164122
N Estates Capital Projects
NA Estates Capital Projects Fees 167504
NB Estates Capital Projects Works 167507
NC Estates Capital Projects Equipment 167510
ND Estates Capital Projects Furniture & Fittings 167513
NE Estates Capital Projects IT and Communications 167516
NF Estates Capital Projects Other Expenditure 167519
O Spare
P Printing
PA Printing on College Contract (Xerox/Guilbert) 163116
PB External or Outsourced Printing (not on College contract) 163116
PC Dept Print Shops - Equipment & consumables 163116
PD Design & Artwork External (not on College Contract) 163116
PE Design & Artwork on College Contract (Café Create) 163116
Q Telecommunications, Postal Services
QA Mail Services 163204
QC Courier Services 163207
QD Freight & Carriage Services 163207
QF Facsimile (Fax) Call Charges & Rent 163219
QJ Telecoms Services 163216
QN Telecoms Equipment & Accessories 165107
QR Telecoms Land & Mobile, Line Rental, Call Charges 163210
R Professional Services
RA Advertising - Recruitment 162204
RB Advertising - Courses 162207
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 24
guide.doc
ICIS User Guide I-procurement
RC IT Consultancy / Services 162104
RD Accountancy Services, inc. Audit, Consultancy, 162113
RE VAT Services 162119
RF Insurance Services (inc premiums) 162604
RG Legal Services 162110
RH Tax Services 162116
RJ Patents, IPR, Trademarks, Royalties, Copyright 169507
RK Temporary staff & Employment Agencies 162104
RL Departmental Advertising, Promotions & Publicity 162210
RM Speakers, Presenters & Visiting Lecturers 162107
RN Subscriptions (Learned Society, Professional etc) 162125
RP Training Courses inc fees 169204
RQ Removals & Storage 169513
RR Clinical Trial Volunteers 162122
RS Public Relations 162131
RT Advertising Studentships 162213
RU Conference Fees (UK & EU) 169210
RV Conference Fees (non UK & EU) 169213
RY Reasearch Partners (Only to be used by Reasearch Office) 191104
RZ Other Professional & Bought-in Services 162137
S Stationery & Office Supplies
SG Photocopying - Charges 163107
SH Pre-printed Stationery 163104
SJ Stationery inc office supplies & paper 163104
SK Office Sundries 163119
T Travel & Transport (incl. Vehicle hire & Subsistence)
TA UK/EU Accommodation & Hotels, incl room bookings 166304
TB UK/EU Air Travel 166104
TC Staff & Student travel between Imperial sites (inc taxi) 166140
TD Taxi Hire (not between Imperial sites - see TC) 166128
TE UK/EU Mileage (Private Vehicles) 166122
TF UK/EU Rail Travel 166110
TG Car Parking 166137
TH UK/EU Car & Van Hire 166116
TK Coach & Minibus Hire 166116
TM Non UK/EU Accommodation & Hotels, incl room bookings 166307
TN Non UK/EU Air Travel 166107
TO Non UK/EU Rail Travel 166113
TP Non UK/EU Car & Van Hire 166119
TY UK/EU Other Travel & Transport 166131
TZ non UK/EU Other Travel & Transport 166134
U Safety & Security
UA Safety Training 162407
UB Fire Protection/Fire Fighting Equipment & Services 162413
UC First Aid Supplies 162404
UD Safety & Personal Protection Equipment 162404
UE Security Equipment & Consumables 162504
UF Security Services 162507
UG Waste Disposal Toxic (for Clinical see L.Y) 162419
UH Electrical Testing (PAT) 162410
UJ Health Screening 162134
UK Access Control, Security Passes 167179
UL Locksmiths & Keys 162504
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 25
guide.doc
ICIS User Guide I-procurement
V Vehicles (Purchase, Lease, Contract Hire)
VA Vehicle Purchase 165404
VB Motoring Association Charges 165407
VC Vehicle Lease Hire 165404
VD Road Tax 165407
VE Vehicle Repair, Maintenance & MOT 165407
W Estates & Buildings
WAA Building Work 167113
WAB Building Materials 167113
WAC Carpentry 167146
WBA Painting & Decorating Work 167125
WBB Painting & Decorating Materials 167125
WCA Electrical Work 167119
WCB Electrical Materials 167119
WDA Mechanical Works 167116
WDB Mechanical Materials 167116
WEA Plumbing Works 167122
WEB Plumbing Materials 167122
WEC Drains 167149
WFA General Building Repairs & Maintenance (Minor Works) 167107
WGA Ground maintenance & Gardening (incl Landscaping) 167134
WHA Chiller Maintenance 167164
WHB Cooling Towers Maintenance 167167
WHC Lighting Maintenance 167155
WHD HV Maintenance 167158
WHE Boiler Maintenance 167161
WHF Lift Maintenance 167170
WHG Tank Maintenance 167173
WHH Autoclave Maintenance 167182
WHJ Fume Cupboard Maintenance 167176
WJA Fire Alarms 167152
WKA Signs & Signposting 167131
WLA Estates Short Term Contracts 167137
WMA NHS Trust Contracts (Long Term) 167140
X Miscellaneous/Unclassified
XA Exam Fees 169416
XE Hospitality/Entertainment/Courtesy Expenses - Employee 169304
XF Hospitality/Entertainment/Courtesy Expenses- Guests & Students 169307
XM Awards & Prizes 169410
XQ UNSPSC (Not to be used by Buyers) 169537
XT EY - Toys & Play Items 168231
XU Early Years Educational Material 168234
Y Utilities / Rates / Rent (Estates)
YA Electricity 167304
YB Gas 167307
YC Fuel Oil 167310
YD Steam 167313
YE Water Rates 167407
YF Sewarage Rates 167410
YG Business Rates & Council Tax 167404
YH Ground Rent & Service Charge (for Leasehold Properties) 167143
YJ Building, Premises & Land Rent 167104
Z Spare
Q:\Chart Accounts\Training\Modules\Purchasing\Research Services iprocurement 26
guide.doc