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List of e5 roles

What it means to you

Are you a Requestor?

 YES   If you normally ask somebody to purchase goods & services on your behalf
 YES   If you buy goods & services infrequently

This means:

  • It is unlikely that you will be using e5 yourself

  • If there are changes in your local purchasing practice the person who usually deals with purchasing in your area will inform you of any changes.

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Are you a Requisitioner or a Purchasing Coordinator?

 YES   If you order goods & services on behalf of people in your department
 YES   If you were authorised to enter a purchase order onto the old POP system

This means:

  • You will be using e5 yourself

  • You will input data directly into e5 to manage the purchasing activity in your area

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Are you an Authoriser?

 YES   If you can approve spend against your budgets
 YES   If you can authorise purchase orders



This means:

  • You will be using e5 yourself

  • You will be responsible for authorising orders raised on the e5 system. 

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Are you a Goods Receiver?

 YES   If you receive goods and check their condition.
 YES   If you match invoices against purchase orders

This means:

  • You will be using e5 yourself

  • You will be responsible for 'goods receiving' the orders on the e5 system.

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Are you a P2P Super user?

YES   If you are the go to person for e5 enquiries in your School/Planning unit 
YES   If you buy raise requisitions and goods receipt frequently

This means:

  • You will be able to help other P2P e5 users in your area with issues or queries relating to e5
  • You will be able to train new e5 users in your School/Planning unit in the future should the need arise

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Are you a Budget Holder?

 YES   If you authorise purchases
 YES   If you use corporate planner for planning and budgeting
 YES   If you are principal investigator or research budget holder
 YES   If you use management accountants to prepare financial reports

This means:

  • You will use both the purchasing and budgeting / reporting modules of e5

  • You will be able to download reports from the e5 system

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Are you a Coding expert and GL enquirer?

YES   If you are the 'go to' person for e5 coding enquiries in your School/Planning unit 
YES   If you receive reports on GL transactions for your School/Planning unit 

This means:

  • You will be the expert in your School/ Planning unit on your coding structure and will understand how to enquire on transactions within E5
  •  You will also be able to can help others within the School with queries etc. Please note that you will not be able to view salary details.

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Are you a Collaborative planning enquirer?

YES If you have access to budget information for your School/Planning unit 
YES If you are a school administrator or key budget holder

This means:

  • You will be able to use Collaborative Planner to pull off key budget information.

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Are you a Principal Investigator?

YES  You are a Grant Holder  
YES  You receive Financial information on Grants  

This means:

You will be able to access your balances and check all transaction online using Collaborative Planning, without having to ring the Grants Office or look through the old paper based statements. You will be able to see the breakdown of all balances (so you can check that costs have been charged correctly to your grants) and how to download your own statements.

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Are you a Sales Invoice creator?

 YES   If you fill in the 'request to raise an invoice' form and pass it onto Debtors team

This means:

  • You will be using e5 to raise invoices

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Are you an External Grant applicant?

External Grant applications for externally financed projects will be managed and approved via e5. This process was previously completed offline. Training will take place later in the year when the Grant Pre-Award module moves onto implementation phase.

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Do you claim travel expenses?

There will be no change to the current process, however new travel management module shall be implemented later in the year.