Q1. Is the item in a catalogue?
Yes - Use catalogue in eStore link to: https://schools.oxfordshire.gov.uk/buying-goods-and-services-using-self-service-ibc/shopping-using-ibc-self-service
No - Go to Q2
I don't know - Look in e-Store for information about catalogues
Q2. Is the item/service listed on the buying guide?
Yes - Go to Q3
No - Go to Q3
I don't know - Look at the list of items/services in the buying guide
Q3. Is it an ad-hoc/one-off purchase for a small amount?
Yes - Go to Q4
No - Go to Q5
Q4. Do you/someone in your team have a purchasing card?
Guidance note: Purchasing cards are a straightforward way to make low value, one off purchases without raising a purchase order. When buying something, the card works just like a personal debit/credit card and provides a quick and easy way to make a payment.
Yes - Use a purchasing card
No - If you need to make a quick purchase use simple shop in IBC self-service
Q5. Is it regular contracted payment for the same amount?
Guidance note: A 'regular contracted payment' means payments made at regular intervals (e.g. every month) for the same amount (e.g. £10) under a contract (i.e. there is an agreed contract with this supplier). Examples of a regular contracted payment include; renting a building.
Yes - Use an invoicing plan
No - Go to Q6
Q6. Are you raising a value order?
Guidance note: A value order is an order with one supplier, you set the amount you expect to pay with the supplier e.g. £20k and a supplier can then raise invoices against the Purchase Order (PO) number. A value order has no restriction on the number of invoices raised but an invoice will be rejected if it brings the total value against the PO to more than the set value. Typically value orders are used for services rather than goods, for example you would raise a value order for £100k of consultancy services which may be billed in multiple invoices (e.g. £25k, £20k,£5k,£50k).
Yes - Use service shop
No - Use simple shop