Emergency Order Process
In the event of a system outage, the following process should be followed for emergency orders only
(this may be challenged if the requirement doesn't appear critical).
PROCESS ONLY VALID DURING PERIODS OF SYSTEM OUTAGE - EMERGENCY ORDERS SUBMITTED WHILE PECOS IS LIVE WILL BE RETURNED
Stage 1 – Requisition (actioned by the end user and financial approver):
1. Fully complete the emergency requisition form, detailing the requirement (see the bottom of this page for a link to the form).
2. Forward the requisition to an appropriate approver (details shown on instructions page of requisition eForm).
3. The approver will then need to forward the requisition to helpdesk@nhspps.uk stating their explicit approval in the email.
Stage 2 – Purchase Order (actioned by Procurement's processing team):
1. Upon receipt of a fully approved and completed requisition, the details given will be validated against a product report containing the current product data within the system.
2. They will then be transposed onto a manual PO document (attached) using the Supplier data file (this should provide the supplier code and address).
3. This will then be logged onto an emergency order spreadsheet – this will provide a unique identifier for the order (the temporary Purchase Order reference).
4. The order will then be emailed to the supplier (using email addresses located in Supplier data file).
5. The processing team will then notify the end user and stores of the order details, so they are prepared to receipt.
6. After this stage is complete, all emails and files associated with the order (requisition, PO, approval email trail, etc) will be archived.
Stage 3 – Receipting (actioned by the Logistics team in stores):
1. Upon delivery of the order, helpdesk@nhspps.uk must be emailed to confirm that the goods have been received.
2. The goods should then be sent up to the end user, as usual.
Please be aware that there may be a delay in invoices being paid for any orders raised via the above route, as additional steps will be required to get the order onto the Trust payment system.
Emergency Requisition Forms