Operations Team Guidance and Updates
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Contact the Operations Team
The CPS Operations Team is available to provide support and guidance on all aspects of ordering, including purchasing routes, requisition processing, supplier queries, order cancellations and general procurement ordering advice. If you are unsure how to proceed with a purchase, please contact the team before submitting your requisition.
| Query type | Contact details |
|---|---|
| General ordering queries | Email: [email protected] Telephone: 028 9047 5010 |
| Order cancellation requests | Email: [email protected] |
Requirement of Official Purchase Orders (June 2026)
Schools/end-users are reminded that most orders to suppliers require an official purchase order as generated on iProcurement. Exceptions to this can be found in the iProcurement Frequently Asked Questions.
Orders should not be requested directly with suppliers via telephone or email.
Suppliers must only deliver upon receipt of an official EA Purchase Order.
Orders should contain:
- A clear description of the goods or services required.
- Quantity and unit of measure (where applicable).
- Accurate pricing and any supporting quotations.
- Correct supplier details.
- Delivery location and instructions.
- Relevant contact details for the requester (if required).
- Any supporting information required by the supplier to fulfil the order.
Using the Shop
The Shop provides access to EA contract suppliers and approved catalogues, enabling users to create compliant purchase orders quickly and efficiently.
Non-Catalogue Requests
Where a requirement cannot be sourced through the Shop, a 'Non-Catalog Request' may be appropriate. The CPS Operations Team will continue to support the creation of purchase orders generated from non-catalog requisitions. Please note that orders are processed in the order the approved requisitions are received. Providing complete and accurate information at the point of submission will help to minimise delays and avoid the need for clarification or amendment.
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Before placing an order
Schools are encouraged to consult the relevant contract schedule and supporting documentation in the first instance before raising an order through iProcurement. Each contract has its own ordering arrangements, and the information provided within the schedule will outline the specific requirements for that contract, including approved suppliers, pricing, product or service details, delivery arrangements, quotation requirements, and any contract-specific ordering instructions.
As ordering processes may differ from one contract to another, it is important that schools review the relevant schedule carefully to ensure they are following the correct procedure and selecting the appropriate supplier and products or services. Taking the time to verify this information before creating a requisition will help ensure compliance with contractual requirements, reduce the need for amendments, and avoid delays caused by requisitions being returned for correction. By using the contract schedules as the primary source of information, schools can help ensure orders are raised accurately and processed as quickly and efficiently as possible.
The appropriate ordering method for each contract is clearly detailed within the relevant schedule and should always be reviewed before raising a requisition in iProcurement. An overview of all ordering methods can be found Here
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Frequently Asked Questions
Find answers to common questions about purchasing, requisitions, suppliers, order processing and the iProcurement system by accessing the Operations Team Frequently Asked Questions. This section is designed to help users quickly resolve queries and access the information they need.
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Order cancellations
If an order is no longer required or has been raised in error, it may need to be cancelled. This section provides information on the cancellation process, the information required and how to submit cancellation requests
Use the email address to submit a cancellation request for orders generated on iProcurement: [email protected].
Guidance for Purchase Order Cancellations outlines the order cancellation process for EA Schools and EA Corporate customers.
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Guidance for New Supplier Creation/Amendments to Existing Suppliers on iProcurement
The Operations Team supports the creation and maintenance of supplier records and can provide advice on sourcing requirements. This section explains how to request supplier additions or updates and where to seek assistance with supplier-related queries
Please find attached guidance on new supplier creation requests and requests to amend an existing supplier, on the iProcurement system.
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iProcurement user guides
The EA One Team have developed a range of guidance documents, FAQs, training materials and support resources to assist users of the iProcurement system. This section provides easy access to the information you need to complete iProcurement activities efficiently and compliantly.
iProcurement is available to access internally or externally.
Please go to the link Here to access the user guides and videos
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Delivery of Goods to Schools and other EA locations from Great Britain
For the attention of requisitioners and budget holders – as you are aware new rules came into effect on 1 January 2021 in relation to the movement of goods between Great Britain and Northern Ireland. Please review the information on ordering goods from Great Britain prior to placing orders with non-contract suppliers in Great Britain.