We will receive an email confirmation or denial of the offer.

From this moment on, the offer O-2025/XXXX will be converted into an authorization, maintaining the following format: A-2025/XXXX.

2.1 Authorization Phase

The authorization may lead to two possible outcomes:

Authorized Purchase: Once the purchase is authorized, the order status will change to “Pending RC Document,” and we must proceed to carry out the corresponding credit retention (RC). For the preparation of the RC, the signature of the Internal Control Service or the Management is not required, as these are decentrally managed expenses whose execution is not subject to prior financial control. NOTE: if the purchase amount exceeds €15,000, the Procurement Planning and Rationalization Service must approve the purchase via a Rectoral Resolution (RR) before proceeding with the order.

Denied Purchase: The reason for denial must be reviewed and the issue resolved if possible.

2.2 Credit Retention

Once this step is completed, the authorization A-2025/XXXX will become an order P-2025/XXXX, maintaining the same authorization ID.

If the purchase has been authorized, it will appear in the section “Purchase authorizations” > “Pending RC document “. From this list, or at the bottom of the authorization screen, we can click the “Manage RC” button to upload the document.

In the pop-up window, we must enter the RC document number as it appears at the top of the document, attach it to the authorization, and click save. At this point, the “Send order to supplier” button will appear, and the supplier will have 5 days to accept the order.