Suppliers Guide

Invoices

This guide includes information on sending invoices to us, creating invoices on our system and viewing invoices generated in our system as well as how to request a remittance.

Please do not commit to the supply of goods or services without a valid purchase order from us.

Purchase Order Numbers from the University of Derby are in this format:

• DER11xxxxxxxxx : University of Derby order
• DES21xxxxxxxxx : DSRL (Student Residences) order
• UDT31xxxxxxxxx : Derby Theatre order

Sending Invoices

Option 1: sending your own invoice via email

• Please send your invoices in a PDF format to invoices@derby.ac.uk
• Your invoice must include a Purchase Order Number, a unique sequential invoice number, your full address and it must be dated.
• Please also ensure you bill the correct University legal entity* and include the full University address:

University of Derby / Derbyshire Student Residences Ltd / University of Derby Theatre Ltd (*select as per PO provided)

Finance Department, PO Box 88, Derby, DE22 1XB

Option 2: Create and submit an invoice via our Supplier Portal

• Ideal if you don’t have your own invoice system.

To do this:

1. Login to Oracle Finance https://ehih.fa.em2.oraclecloud.com/homePage/faces/FuseWelcome
2. Click on supplier portal
3. Scroll down to create invoice
4. From the drop down box called ‘identifying PO’, select the PO you want to invoice.
5. You cannot create an invoice without a valid University Purchase Order number. If there are no Purchase Orders showing, then you cannot invoice.
6. Complete the form, selecting your bank account number* and your invoice number as well as a brief description of your invoice details. *Your bank account number is pulled from your profile. If your account is not showing or is incorrect, you need to go back to your profile to correct this. Suppliers Guide - Update your Bank Account
7. Enter your Invoice Number and date and enter a brief description of your Invoice details.
8. Click on the Select and Add Icon. Your Purchase Order line will be displayed. Enter the invoice quantity. You can enter a part quantity if you only wish to Invoice for part of a Purchase Order.
9. Press submit to get the following message:

To view your invoices that you have generated in our system

• Log in at: https://ehih.fa.em2.oraclecloud.com/homePage/faces/FuseWelcome
• Click on supplier portal
• Scroll down to View Invoices to view your Invoices
• Click on Advanced

• In the Supplier Field use the drop down box to select your Supplier Name or enter part of your Invoice or Purchase Order Number and press SEARCH
• If you click on an Invoice number it will drill down into further detail and will contain details of the Purchase Order relating to that Invoice. You can even view the actual Purchase Order.

(please note this is a dummy supplier and all details are for demonstration purposes only)

Notifications

• Suppliers should click on the Notification (Bell) Icon to view all current notifications.
• Suppliers should click on the Home (House) Icon to go back to the Home Page.

The icons are located near the top right corner of the Oracle Supplier Portal screen

If you need more help with invoices, please email purchaseledger@derby.ac.uk