How to Order Goods using ICIS in 35 easy steps….

1. Open Internet Explorer, type: http://www.icis.ic.ac.uk/ to access the ICIS Page
(save this URL in your Favourites list)

2. Click on the square box with the letters ICIS under the PC Users label.

3. Type in your ICIS user name. (This is not your ICT User Name!).

4. Type in your ICIS Password (This is not your ICT password!) and click on the Connect button.
As ICIS obliges you to change your passwords frequently, I suggest keeping your ICIS user name and
password on a yellow post-it note on your PC screen in the best traditions of ‘Office Security’

5. Click on YES to all prompts about running Active-X Plug-ins.
Wait ~45 seconds for the Java to load and start.

6. Click on ‘Enter Purchase Orders’ and ‘Open’

7. Press ‘TAB’ once (hereafter TAB-1) to move the cursor to the ‘Supplier Field’. Click on the … and
choose the supplier from the list. Using %cccc to generate the list of suppliers where ccc are any 4
consecutive letters in the suppliers name (e.g. DELL or DESK) generates a smallist list if you are
lucky.

8. The cursor should move to the ‘Order Site’ automatically after step 7 is completed.
Select the order site from the list by clicking on …

9. TAB-1 to ‘Ship-to’ field. Select the HXLY RECEPTION SERVICES address to generate the correct
delivery address on the purchase order. & OK

10. The cursor should move to ‘Bill-to’ automatically after step 9 is completed.
Select SK… from the list. & OK

11. The cursor should move to ‘Buyer’ automatically after step 10 is completed.
Eyeball that your name appears there!

12. Now click on the ‘beer-handles’ field on the right of the screen. [DON’T ASK!!]

13. Click on … at the right of the Output Method screen. Click on E-Print to have the Purchase Order
Emailed to you as a PDF file for you to Fax to the supplier & OK. Click on Enquires to and type in
your name and full telephone number & OK. The E-Print option allows you to see exactly what
your supplier sees. If you are very brave and don’t want to fax, you can select ‘Both E-Print and
Fax’. Bitter experience suggests you must get a copy of the PO to discuss any problems with the
order with the supplier (any one want some extra printers……).

14. Click on the fourth icon along the top bar (a yellow floppy disc) to ‘save’ the order and to generate
a purchase order number. At this point you can do a screen dump, print out the PO, crash the system
and send the PO by Email to your supplier with the order details. Eventually some one from
purchasing will telephone you to sort out the details when your supplier invoices the College for
the goods.
This approach can be more reliable and take less time than completing the Order on ICIS by
following the 21 steps.



15. TAB-4 to Category. Click on … in Main Cat. Select K for computers (for example), & OK.
Click on … in ‘Sub Category and select the appropriate sub-category letter & OK.

16. Your cursor should automatically advance to Description. Enter the details of the goods. This field
is not very long. Put short part numbers here and words in a later field.

17. TAB-1 to UOM. Type in each.

18. TAB-1 to Quantity. Type in 1 or 2 or 3 etc.

19. TAB-1 to Price. Type in the price (excluding VAT!!) as a decimal number with NO currency symbol
or comma.

20. TAB-1 to Promised. Enter today’s date in the format 13-FEB-2003

21. TAB-1 to Need-By. Enter today’s date in the format 13-FEB-2003

22. TAB-1 to Supplier Item. This field seems longer than Description. I enter words here and part
numbers in the Description field (step 16). It is very dangerous to order more than one thing.
If possible, try to keep to one item. I crash and burn almost every time I try to put more than one
item line in an order. So I bundle all accessories into the one line as a ‘Laptop + accessories’
and Fax an extra page after to PO page to the suppliers..

23 Now click on the Shipments button.

24. TAB-8 [Yes, press tab 8 times!!!] to the Tax Code field. Type in ‘S’, (upper case S).
For standard.

25. Now Click the Distributions Button inn the Shipments Window.

26. TAB-5 (5 tabs !!) to get the Charge Account Window to open

27. Click on … in the Cost Centre Window and select MATH and then click on OK

28. Click on … in the Activity Window and select the Account Code to pay from & OK

 

29. Click on … in the Analysis Code window and select 284 (for Computing Sundries) & OK

30. Click on OK to close this window.

31. Now select the Purchase Orders (Imperial College ) [New] Window

32. Click on the Approve button to open the Approve Window.

33. Click on the OK button to Approve the form.

34. Click on the OK button on the next three little grey windows that open.

35. Click on File => Close Form on the top WIMP bar

Easy, wasn’t it. No? Lost, Frozen, Hung ??? Can’t change an incorrect entry ???
Call ext. 48593 or 48594 They really are very helpful as they get so much practice.