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How to place an order

An order form must be used to order goods or services from external suppliers.

Before ordering

Shop around and get three quotes for the goods you wish to purchase - always check whether VAT and Postage & Packing are included in the price that you are quoted.

Ensure you have enough money in your account - you can check how much is in there by contacting your key staff member. If you don't, you can get members to pay for their products online.

Using the order form

When you've found the best supplier, please download and complete an order form before placing or confirming an order.

Please ensure that you include:

  • The name of your group in the "ordered by" section;
  • The date of the order;
  • Where you want the order delivered (using an X in the relevant box);
  • A description of each item (eg make, model, size, colour) on a seperate line;
  • The quantity of each item;
  • The cost of each item (excluding VAT) - this needs to be per item, not overall; and
  • Whether VAT is to be added (by entering Y or N in the relevant box).

Please note that invoices raised without the use of an official order form will not be paid.

What to do next

Once the form is complete, please e-mail it to your key staff member.If the form is not filled in with all the details above then it will be returned to you and not processed until it is fully filled in, as our Finance Office will not process any incomplete forms.

Once authorised, your order form will be emailed back to you within five working days complete with an official purchase order number (which will look like POR12345). You then should place your order with the chosen supplier, during which you will need to provide them with the order number (often it may be easiest to just email the form complete with the order number to the supplier).

Please note - we do not place any orders with suppliers on your behalf. It is your responsibility to ensure that you provide the supplier with all the details needed to complete your order, including the order number which should be quoted on any invoice.

If there are any changes to the order once it has been authorised you must inform your key staff member immediately.

When the order arrives

When the goods arrive you will be contacted - please collect them ASAP. If parcels are left for longer than a week without prior warning, they may be returned to the supplier.

When you collect the order, please check that it is as you ordered it - if there are any problems with them inform a member of staff immediately so that payment can be halted until the problem is rectified. parcels that are left here over a week may be returned to the supplier.

If you are happy with the quality/condition of the goods then payment will be processed via the Union’s Finance department when they receive an invoice with the purchase order number quoted on it. If you receive a copy of the invoice as part of the delivery then please ensure that it is forwarded to your key staff member immediately.

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