Centralized Purchases Unit

Invoice should contain GST No, Gate Entry (on back side) & Signature from End user (at the bottom of the invoice or back side)

Centralized Purchases Unit (CPU) at BITS Pilani, Hyderabad Campus serves the faculty, staff members and students by facilitating the processes of procurement of equipment and consumables by issuing purchase orders and release of work orders for civil, electrical and other maintenance works within the campus. CPU would work closely with accounts division and Grants Consultancy and Industrial Research (GCIR) in getting the approvals.

Central Stores within CPU is responsible to receive purchased material, processing and submission of invoices to accounts division.

Activities of CPU

Receiving indents from departments and divisions and preparation of purchase orders.
Seeking quotations from different vendors.
Preparation of comparative statements and conducting technical and price negotiation meetings between end users and vendors.
Release of the purchase orders and work orders.
Follow-up with the vendor for delivery of purchased material.
Processing of bills/ invoices and preparation of payment advice that would be submitted in accounts division.
Maintenance of general stores items including stationery.
CPU and Central Stores are working completely in ERP System. The CPU will prepare Purchase Orders (PO) in ERP and it is approved by FIC-CPU in ERP.
Goods Receipt Note (GRN) after receiving of materials is also prepared in ERP.
Based on instructions and data provided by Accounts Division, Central Stores will assist in labelling Fixed Asset Codes.
Account Codes and Analysis Codes will be entered in order to segregate the items as Equipements/Consumables/Services/Furniture/ICT and Vehicles.

Important Documents (Guidelines, NFA & Equipment list...)

Purchase procedure and Guidelines

01. List of Purchase Committee Members

02. Purchase flowchart for Institute Budget

03. Purchase flowchart for Sponsored Projects

04. Purchase Guidelines (General)

05. Purchase flowchart for Foreign Purchases

06. Guidelines for Foreign Purchases

07. Assets-Lab Equipment_FY 12-13 to 22-23

08. Dead Stock Register - Lab Equipment FY2023-24

09. Furniture_Software_Hardware_FY 18-19 to 22-23

NFA & Approval Forms

10. GCIR Approval (A) form

11. Rate Contract Vendors

12. Note for Approval (NFA) above 1 Lakh

13. NFA (50% share of Institute & 50% from GCIR)

14. NFA Professional Development Allowance (PDA 3 Lakhs) (Earlier known as Faculty Contingency)

15. Payment Advice (Maintenance Division)

16. Gate Pass - equipment Repair / Replacement

17. Transfer of equipment to funding agency

18. Accounts and Analysis Codes

19. Guidelines and procedures for Disposal of items/Equipments

a) Committee Members
b) Guidelines

c) Format

20. ERP Item code list (to raise indent)

Frequently asked questions (FAQs)

Click here to download FAQ's

Contact details

Mr. K. Suneel
Purchase Manager
CPU & Central Stores (Mon - Sat: 9 AM to 6 PM)
Address: Auditorium Cellar (backside of the Cafeteria)
Tel: 040-66303826 or 040-66303861
E-mail:cpu@hyderabad.bits-pilani.ac.in or stores@hyderabad.bits-pilani.ac.in

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