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Profiles explained

In myPurchase and uBASE the term PROFILES is used to describe a function or number of functions that a user is able to undertake. Access to myPurchase and uBASE profiles is dependent on:

• receipt in the Finance department of an authorised Profile Request Form
• users having received training for the profile(s) they need

The profiles available fall into two broad categories:

• Unrestricted profiles
• Restricted profiles

 

Unrestricted profiles

Reporting:

There are a number of different unrestricted reporting profiles to enable users to gain access to various financial reports. There is no restriction to the number of Reporting Profiles that a single user may access.

• Cost Centre Reporting: access reports containing both summary and detailed information on core departmental budgets and expenditure in cost centre accounts
• Project Reporting: access reports containing summary and detailed information on income and expenditure for non-research projects for external activities such as services rendered, conferences, short courses, etc. Where available the reports also contain information on project budgets
• Research Grant Reporting: access reports containing summary and detail information on budgets, income and expenditure on research projects
• Profit Centre Reporting: access reports containing summary information on a Profit Centre (Department’s) budgets, expenditure and income. It is also possible to run Profit Centre reports to show summarised income and expenditure for selected external project types for a particular Department. For example, all services rendered accounts for a user’s Department

 

Restricted profiles

Reporting:

• Employment Costs Reporting: access reports containing details of employment costs by cost centre or project, or by individual. Since these reports highlight sensitive information in relation to employment costs, access to this profile is very limited and users should expect that additional checks will be made to ensure this profile is only issued to those who need it for financial control purposes
• Expenses Reporting: access reports about expenses claims reimbursements by cost centre or project, or by individual. Since these reports highlight sensitive information in relation to individuals, access to this profile is very limited and users should expect that additional checks will be made to ensure this profile is only issued to those who need it for financial control purposes

 

Budget adjustments:

• Budget Virement: enables the user to make distributions of budgets across cost centres. This is a specialised role/function and users should expect that additional checks will be made to ensure that this profile is only issued to those who need it for financial control purposes

 

Sales:

• External and Internal Sales Processing: enables users to process sales orders and generate sales invoices for external customers and/or to deal with Internal Trade orders for services supplied by the department. It is expected that only a limited number of users in each Department will need this profile
  NOTE: the production of invoices for research income is carried out by the research finance team within the Department of Finance, and there are no circumstances where departments undertake this function
  

 

Purchasing:

• Generate requisitions: gives users the ability to produce requisitions in myPurchase for goods or services to be charged to a known cost centre or project account
• Approve requisitions (approver or substitute approver): gives users the ability to approve, or reject, requisitions in myPurchase raised against cost centre or project accounts to which the profile holder has direct or delegated responsibility, ie they have been set up as person responsible/approver on a cost centre(s) or project(s). Users who are to act as a substitute approver should also have the approver profile
• Produce Purchase Orders (purchase ordering): gives users the ability to process approved requisitions and produce official Purchase Orders (including Internal Trade) through the selection (or confirmation) of vendor, the selection of the appropriate VAT code and assessment of correct application of Financial Regulations
• Goods Receipt in uBASE (goods receipting): gives users the ability to confirm delivery of goods, or provision of services and so, implicitly, approve the payment of purchase invoices matching that delivery or provision

It is NOT possible for a single user to have every purchasing profile. The University applies a separation of duties policy, only the following combinations of purchasing profiles will be allowed:

• Requisitioner and Approver
• Requisitioner and Orderer
• Requisitioner and Goods Receipter
• Approver and Goods Receipter

NOTE: A single user with any of the approved purchasing profiles may also have any combination of Reporting (restricted or unrestricted) and other types of restricted transaction based profiles required for their role.

 

Need help or more information?

Who to contact
Contact the myPurchase and uBASE helpdesk by emailing: mypurchaseubase@sheffield.ac.uk