We work with a wide range of suppliers across the university, managing all the university’s purchasing requirements. This includes project managing all large projects, such as those that are over the OJEU (Official Journal of the European Union), and assisting and advising the university’s faculties and departments in relation to their projects.
We also have an Accounts Payable team who maintain the payment and contact details of all our supplier accounts, and who are responsible for the distribution of university purchase orders.
Submitting invoices and university purchase orders
As a supplier, we request that you don’t take any instructions in the form of a verbal or written communication, other than an official Bournemouth University order form. The only exception is where the purchase is being paid by the university corporate Visa card.
When you submit an invoice, please ensure the order number is clearly quoted on the face of the invoice. You need to send it directly to the Finance department. If you do not meet these conditions, we will return the invoice for resubmission.
If you have a question about a specific university purchase order, please contact the ordering faculty or professional service - displayed in the top right hand corner of the order.
Becoming a BU supplier
If you are interested in becoming a supplier for the university, you will need to follow our tendering process and submit a tender through Intend - an electronic tendering site that is free of charge.
As a publicly funded body, we fully comply with the Public Procurement Regulations, when applicable.
Register on Intend if you want to see details of our projects. Once you have registered, you can express an interest in any of the advertised projects. You only need to register once and can then apply for any future projects. You can view direct updates in your part of the site.
Once your expression of interest has been accepted on a project, we will always correspond with you through Intend. This is to ensure that all suppliers receive the same information at the same time. This also means that you can’t be late submitting a return, as the box closes at the prescribed time and we receive an audit log of all activities, including when documents are read, downloaded or even uploaded.
Bournemouth University is part of the Southern University Purchasing Consortium (SUPC). We use framework agreements formally tendered by the SUPC and other consortia, including Government Procurement Services. We have strict procurement procedures, which all faculties and departments follow.
Using Parabalis e-marketplace
We prefer to trade electronically via the Parabalis e-marketplace. As a supplier, you will need to provide us with an email address. We will then generate a supplier account and all our purchase orders will be sent to your account on the e-marketplace. An email will also be sent to the registered email address, prompting you to log in and check the order.
You do have the option of transferring the purchase orders into your own sales ledger by linking both systems, which could provide you with your own cost savings. If this is something you’d like to consider, please contact the Marketplace provider EGS for full details.
We would prefer that your invoices are submitted electronically directly into our system, which is free to do. As soon as the goods are received and electronically receipted, this along with the purchasing order and invoice, can be matched in our system and passed for payment through our BACS system.
If you need some help, watch the below video of how to upload an invoice to Parabalis.
Alternative payment options
We also use Barclaycard purchasing cards throughout the university for small, ad-hoc purchases, to give flexibility to staff for small-value purchases. This works well as a second preference and is the best route to procure some goods and services. However, as there is a transactional fee for using Barclaycard this does have an impact on the total cost of the supply chain, which we are looking at reducing.
Our least preferred option is to print and post purchase orders. This is considerably slower and requires much more manual intervention, which increases the costs of processing and can lead to delays in payment.