Purchasing
Fundamentals
Finance Systems Training
Rohin Whitford
Finance Business Solutions – User Support & Training
Slide Directory
Slide #
Topic
Agenda
4
NS Financials Overview
5-6
Procure to Pay Process
7
Matching Process
8-11
Assets Overview
12-14
Supplier Inquiry &
Vendor Requests
15
Dispatch Method
16, 139-43
Receipting
17-49
eProcurement
Requisitions
50-56
Requisition Lifecycle
Slide #
Topic
3
63-72
73-124
100-107
117-119
129-134
139-143
147-168
169-170
171-172
173-174
NSF Portal
Purchase Orders
Category Codes
GST & VAT Codes
PO Dispatch
Receipting
Purchasing Assets
Match Exceptions
Purchasing Reports
Support & Guidance
Agenda
P2P Session 1 – P2P Basics &
eProcurement
NSF Overview
P2P Overview
P2P Session 2 – Purchase Orders
Recap Session 1
Portal
–
Vendors
–
Procure to Pay Process
–
Defaults
–
Matching Process
–
Receipting
–
Purchasing Assets
–
Purchase Requests
–
Vendors
–
Dispatching
–
Receipting
eProcurement Requisitions
Purchase Orders
–
Header / Lines
–
Category Codes
–
Create a single line Purchase
Order
–
Create a requisition
–
COS – tick, tock
–
Copy a Purchase Order
–
COS – Personalised Baskets
–
–
VAT Transaction Types
Create a multi line/ BULK
Purchase Order
–
Splitting distribution lines
–
PO Approvals
–
Submit a Requisition
–
Purchase Orders needing approval
–
Update, inquire on a
requisition
Purchasing Assets
Match Exceptions
Reports
NS Financials Overview
Asset
Management
Expenses
Credit Card
eProcureme
nt
Accounts
Payable
Purchasing
Billing
General Ledger
Accounts
Receivable
Procure to Pay Process
Purchase Orders are generated in two ways :
Request
is
used
to
to placeDaily
orders
from
suppliers
Purchase eProcurement is usedPurchase
Credit Card
Transaction
File place
from on-line.
Bankrequests.
1 - by raising
anaeProcurement
Requisition;
or
Request
Invoices
without
Purchase Order
cannot be processed
Once
Purchase
Request
has
been
submitted,
2 - by manual
entry
directly
into
Purchasing
Once
your eProcurement
requisition
has
beenbe
approved
anto
hourly
process
runsOrder
The
Matching
process
runs
every
night
Accounts
Payable
associate
theyour
Vendor
Tax
Invoice
your
Purchase
Petty
Deliveries
should
Receipted
Credit
Buyer
will
work
on
the
Requisition
which
willMatch
pick
it up
and
a Purchase
Order
.
Cash
PR1 withhold
Exceptions
payment
All purchases not
requested
via
Credit
Card,create
Expenses,
PR1 or
petty
cashExpenses
require
a related
Card
Purchasing
Claim
eProcurement
Requisition
Orders for
eProcurement
Vendors
Purchasing
Purchase
Order
purchase order
Purchasing
Receipt
Bulk Orders and noneProcurement Vendors
Requisition is converted to a PO
Reconcile
Statement
Accounts
Payable
Voucher
Vendor Tax Invoice
Asset
Management
Matching
Process
Compares the
Voucher to the PO to
the Receipt
Accounts
Payable
Payment
Pay run every Day
Procure to Pay Process
eProcurement
Create a Requisition
Budget Check & Submit for
approval
Approve Requisition
Workflow on status change
Purchasing
Accounts
Payable
Create a Purchase Order
Budget Check & Submit for approval
Approve Purchase Order
Workflow on status change
Dispatch the PO
If Dispatch Method = Email no action required
(automatically emailed within 2 hours of approval)
If Dispatch Method = Print, click the dispatch
button, then print the PO via the Process Monitor &
fax it to the supplier
Purchase Orders Created from Requisitions have a
Dispatch method of eProc and no action is
necessary.
Receipt Delivered Goods
Create A Receipt Transaction for ALL purchases
Voucher
Tax Invoice entered by
AP
Matching
Process
Payment
What is the Matching Process?
3 way matching - is an automated nightly process that compares the Vendor’s Tax Invoice
(Voucher) to both the Purchase Order and to the Receipt to check that it “Matches”, i.e. same price and
expected quantity.
If there are any discrepancies, NS Financials generates a “Match Exception” which needs to be
manually followed up and resolved. A payment will not be processed until the match exception is
resolved.
Voucher (Vendor Tax Invoice)
Goods Received
Purchase Order
Price & Qty
Qty
Price & Qty
Purchasing Assets
Assets should be purchased using a Purchase Order.
Purchase Orders for assets can be created via eProcurement or Purchasing.
should not be
ASSETS
Procurement
Card
PR1 Form
Bought
Expense
Unless they are bought using a Purchase Order, there is no way of
entering the Asset Management information eg owner, tag no,
serial no, asset location, dept etc.
Asset Category
When an Asset purchase is raised the buyer must select an Asset
Category code.
This defaults the appropriate Assets Expense Account & VAT
treatment
Asset Information
This also defaults the Profile ID and AM Unit fields on the Asset Information tab,
located in the item distribution.
If the buyer fails to do this when creating the PO, they will need to:
• Complete a change order to allow for receipting including Asset information,
OR;
• Request a manual update by the Asset Management team within Corporate
Finance.
The Asset Management team may direct you to of the Asset Detail
Asset Receipting
When an Asset purchase is raised the buyer must select an Asset
Category code.
Failing to do so will result in no Pending link showing under AM Status. Some of the
Assets Information fields will also be greyed out and unable to be filled or edited –
i.e. Profile ID
Supplier Inquiry
Supplier Inquiry
Vendor Requests
Complete the online forms to amend or request a Vendor in
the AP systems. Vendor enquiries may be directed to
aphep@unsw.edu.au
Dispatch Methods
There are 3 Dispatch Methods available:
Email
The PO is automatically emailed to the Vendor within 2 hours from 8:30am – 6:30pm MondayFriday (once it has passed Budget Checking and has been Approved).
Print
Once the PO has passed Budget Checking and has been Approved, there are 3 more manual
steps required:
1.
2.
3.
Manually dispatch the PO
Print the PO via the Process Monitor
Fax the hard copy print out to the Vendor
eProc
If the Vendor has this method displayed, they are an eProcurement Vendor. You need to
cancel out of the Purchase Order and create a Requisition via the eProcurement / Create
Requisition menu. Otherwise your order will not be dispatched anywhere – it will just sit there.
The Dispatch Method is setup on the Vendor record and will default onto the Purchase Order.
Receipting
All Purchase
Orders
Receiptin
g
Required
ePro
c
Purchasin
g
• Access – Portal menu, eProc menu or Purchasing menu
• Applies to both Good & Services
• Assets – Complete additional details by selecting the ‘pending’
link
eProcurement
Requisitions
When to Use eProcurement
When you create a Purchase
Order and the Dispatch Method
is “eProc” you must use
eProcurement.
eProcurement Menu
eProcurement Menu
eProcurement Menu
Create a new
eProcurement
requisition
eProcurement Menu
View, edit and manage
existing requisitions
eProcurement Menu
If requisitions are being
routed to you for
approval you will find
them here
(or in your Worklist)
eProcurement Menu
Create / Manage
Receipts
eProcurement Menu
eProcurement
Reporting & Inquiry
menu
Create eProc Order
Create a new
eProcurement
requisition
Creating Requisitions
When you create a requisition you are asked to
provide a Business Unit and a Requester before
continuing.
Enter Requisition Name now otherwise it will pick
Requisition number
Creating Requisitions
 
   
The Catalog is not currently is use – it
may be resurrected again in the
future. Do not use as information is
outdated.
Creating Requisitions
 
   
We do not use this
functionality.
Creating Requisitions
 
   
We do not use this
functionality.
Creating Requisitions
 
   
Order from a suppliers web site
(i.e., Complete Office Supplies)
Creating Requisitions
 
   
Order from suppliers who either don’t have online ordering or the technology of their
ordering system is different to ours. Also can
be used for the Web suppliers if special prices
are negotiated.
Adding Items
•
At this point we select Web, choose a
supplier and we are routed to the
Suppliers web site.
•
We add items to our cart and when we
are finished we complete the order.
•
When we order is completed on the
suppliers web site we are routed back to
NSF where we are to enter chartfield
information etc.
•
“Roundtrip”
Example
Create an eProcurement Requisition
You are from Purchasing Operations (SUMAN) and you want to order
some
items from Complete Office Supplies (COS).
1.
2.
3.
Create an eProcurement Requisition.
Select COS as the vendor you wish to order from.
Select the following items from their website:
— Coffee for your office
— Printer paper for your copier/printer
4.
Complete your order and Return to NSF.
Before returning to NSF you must be aware
of any items on your order that are GST
free.
Create Requisition
Select eProc Vendor
Complete Office Supplies
Product Search
Adding Order
Product Discription
Your Cart
Orders with Total
Price less than $50.00
- Service Fee Applies
Returning to NS Financials
Reviewing your order
Chartfield Distribution
Chartfield Distribution
Chartfield Distribution
Account Code
Fund & Department
Project
Approving Requisitions
There are two kind of approvals:
•
Self Approval
If the Requisition value is less than or
equal to $500 and within the Requester’s
Financial Delegation then the Requisition
will approve itself once the budget check
status is valid and you press the Save &
submit button.
•
2nd Approver Required
If the Requisition value is greater than
$500 then a second Approver must be
nominated (regardless of your delegation)
to approve the Requisition. You specify
who this person is in the Approver field.
Budget Checking
•
When you are ready to finalise your requisition press the Check Budget
button.
•
The budget check in eProcurement is immediate.
•
You cannot continue unless your requisition’s budget check has a status of
valid.
•
If your budget check returns an error you must resolve the issue before you
can continue.
Approving Requisitions
The Approval process provides the following features:
•
Defaulting of an Approver onto the Requisition from
User Preferences.
•
Selection of an Approver from a drop-down list which displays Approver's Financial
Delegation.
•
An email to the Approver advising that Approval is required.
•
An email to the Buyer advising that Approval is complete or Denial has occurred.
•
Buyers can change the Approver provided the Requisition is in Pending Status.
•
If an Approver is going on leave, the Approver can route all their Approvals to another
Approver. This is done on the ‘Update Profile’ page.
eProc Exercise
Chartfield Distributions
1.
You should have two lines on your requisition:
— Coffee
— Printer paper
2.
Drill down to each line and enter the chartfield distribution information:
Account
Fund
Department
Program
Class
Project
-
search for an appropriate code
OP001
ANALYTA
0000
00
PS19352
3.
Change the GST code to FRAO (GST Free) on any GST free items you
have purchased.
4.
Save the requisition.
Manage Requisitions
50
Requisition Lifecycle
51
Requisition Lifecycle
52
Requisition Lifecycle
53
Requisition Lifecycle
54
Requisition Lifecycle
You can drill down on the
hyperlinks to view more
detailed information
55
Requisition Lifecycle
Not an asset
No changes
No returns
Invoice entered
No payment made
56
Printing Requisitions
Since the purchase order is what is supplied to the vendor
there is usually no need to print a requisition, however
should you wish to do so you can select the hyperlink “View
Printable version”. This is not to be used as a replacement
for a Purchase Order.
Once your Requisition has become a Purchase Order all
references should be made to the Purchase Order number
– the Requisition becomes irrelevant.
Receipting
•
If your goods have not been receipted a
match exception will occur preventing
payment of the Supplier invoice.
•
Create a receipt (either in eProcurement or
Purchasing – both are the same.)
•
Receipt only the goods you have received
and are in working order. You can come
back and create another receipt when you
receive the rest of your order.
•
Only receipt assets when the asset (all
components) has been commissioned and
is tested and ready for use.
Ordering Assets
•
When ordering assets there are a couple of additional
procedures that need to be followed.
•
If you choose an asset account code when placing an order you should
complete the “Cost Distribution” section of the PO called “Asset
Information”.
•
You are required to provide the Business Unit and Profile ID for the asset.
If you have more information you can supply it now otherwise you will can
provide it when you receipt the purchase order.
•
When receipting an asset you should enter information into the “AM Status”
tab of the Purchase Order line.
•
Click on the AM Status and complete “Distribution Information”, “Asset
Information” and “More Details”.
Things to remember
•
Your requisition will become a Purchase Order
•
Make sure the Account Codes are accurate
 “5” series are assets
 “6” are goods & services
 “7” is for travel
•
Perform the extra steps when purchasing an asset
•
Hover over icons to see their menu names
•
Don’t create change orders for requisitions (change the related Purchase Order)
•
Receipt your deliveries
Agenda
P2P Session 1 – P2P Basics &
eProcurement
NSF Overview
P2P Overview
P2P Session 2 – Purchase Orders
Recap Session 1
Portal
–
Vendors
–
Procure to Pay Process
–
Defaults
–
Matching Process
–
Receipting
–
Purchasing Assets
–
Purchase Requests
–
Vendors
–
Dispatching
–
Receipting
eProcurement Requisitions
Purchase Orders
–
Header / Lines
–
Category Codes
–
Create a single line Purchase
Order
–
Create a requisition
–
COS – tick, tock
–
Copy a Purchase Order
–
COS – Personalised Baskets
–
–
VAT Transaction Types
Create a multi line/ BULK
Purchase Order
–
Splitting distribution lines
–
PO Approvals
–
Submit a Requisition
–
Purchase Orders needing approval
–
Update, inquire on a
requisition
Purchasing Assets
Match Exceptions
Reports
NS Financials Overview
Asset
Management
Expenses
Credit Card
eProcureme
nt
Accounts
Payable
Purchasing
Billing
General Ledger
Accounts
Receivable
NS
Financials
Portal
Finance Portal
Menu items will be
different
depending on user
access
Update Defaults
• Purchasing Unit Receipting
• Delivery Location
• Approver
• Receipting
• Project or chartfield
combination
• Alternate Approver
Update Defaults
Supplier Inquiry
• Whether a supplier is setup or
not
• Whether a supplier is active
• Who supplies what category of
goods or services
• Preferred supplier
Supplier Inquiry
Purchase Requests
To Request Goods
and Services
Purchase Requests
• Staff without Buyer access submit requests
from the Portal Menu.
• Creates a requisition that buyers from their
Buying Network will see in their Worklist. I
Buyer must work on this request to convert the
requisition into a Purchase Order.
• Not suitable for eProc Vendors
Purchase Receipts
Receipt the goods
that you have
received
Purchase Receipts
Update
Defaults
Purchase
Orders
Create a Purchase Order
Purchasing Fundamentals
Add a New PO
Ensure you are on the “Add”
tab and enter your Business
Unit.
Leave the PO ID as NEXT.
PO Status
Initial – Empty Purchase Order
Open – New Purchase Order
Pending Approval – Pending financial approval
Approved – PO is approved
Dispatched – PO has been dispatched
Complete – Goods have been receipted and PO has
gone to AP
Cancelled – PO has been cancelled
Budget Status
Not Chk’d = a budget check has not been performed
Valid = budget check has been successfully performed
Error = budget check failed
Hold PO
Regardless of what step you are up to
you can check this box and no action
will be taken against it until the box
is unchecked.
Copy Purchase Order
If you wanted to copy a previous purchase
order you can select it from this menu.
Header
Purchase Order
Header
Lines
Purchase Order Line(s)
Lines
Line information
Adding/Removing lines
Header
Vendor Information
Header
Note: Change the Buyer to
your user id if it defaulted to
Buying Network
Header
On Behalf of: If ordering on
behalf of some one else
Receiptor: Person who is going
to receipt the goods
Header
Enter a PO reference or the
systems will generate a number
sequence
Header Details
Header Details
PO Defaults
PO Defaults
Adding Comments
Header
Note the Dispatch Method defaults - you can
change it between Print and Email only.
Remember: If the method defaults to eProc you
must cancel out and raise a requisition in
eProcurement
Customize
Customize
Item Hidden
Amount Only
after Status
Column
Example
Create a Single Line Purchase Order
1. Create an order from the supplier AllBook Bindery for 10 book
bindings @ $30.00 each (plus GST)
2. Your Business Unit is DEPVC
3. We are accepting the dispatch method as Print
4. Chartfields –
Fund
OP001
Dept
ANALYTA
Program
0000
Class
00
Project PS19352
5. Budget check and submit the PO for Approval
6. Save IMPORTANT!
Lines
Enter a description of your line order here.
This is a free text field (Max. 254
characters) and will print on the purchase
order
Lines
Enter the Qty for this line
here
Example – how many books are we binding?
Lines
Most commonly used UOM is EA
(each)
You can use the search icon to find
more (i.e., hourly etc)
Lines
What Category does this line fall under?
Most commonly used is Goods or Goods Free.
Goods are goods we are buying which are GST inclusive &
Goods Free are goods we are buying which are GST exclusive
Use the search icon to find more (i.e., Travel, building works, etc)
Category Codes
• When creating your Purchase Order, a Category Code needs to be
selected for each line in your order.
These are divided into 2 groups:
- Assets: when buying an Asset, you must select a code from the
Assets list
- Non-Assets: when buying a Non-Asset, you must select a code
from the Non-Asset list
• Category Codes default the GL Account for you. The GL Account for
Non-Assets may be changed if required, but do not change the default
GL Account for Assets.
• If 6000 is defaulted, this is invalid and always needs to be changed,
otherwise you will get an error.
Category Codes
Bulk Purchases
Category Codes
Equipment Purchases
Category Codes
Freight Charges
Category Codes
Purchasing Goods
(most commonly used)
Category Codes
Purchasing Services
Category Codes
Travel Purchases
Goods = 6000
When choosing Goods/ BULK as your category
the GL Account will default to 6000.
This is not a “real” code – you must change it to
the appropriate 6000 series code.
Lines
The price for one of the items in this line.
The Price field will multiply with the Qty
Field. I.e., if we are having 10 books
bounds @ $30 each the total for this line will
be $300 (excl)
Calculate
Total Amount
Summary of total Purchase
Order and Tax Amounts
Comments & Attachments
Enter any comments for your line here.
You can flag your comments as internal only or have
them appear to the supplier.
Also, you can attach relevant documents (quotes,
contracts etc)
Comments & Attachments
Benefits
Easy to
locate
and Share
Approvers
need to
approve an
item only
once
Attachments
No need
to store
Paper
Copies
View all
documents in
one place
Lines
Add or remove lines by using
these icons
Lines
Go to the Schedule for this line.
The Schedule will determine the delivery
address, GL account code and chartfield
distribution.
Ship to Address
GST (VAT Types)
GST (VAT Types)
Purchasing
eProcurement
Expenses
Credit Cards
Billing
Accounts Payable
Purchasing Codes for Assets
– AC AUS Acquisitions Capital
– FRAC AUS GST Free Capital Acquis
– NIAC AUS Cap Acq-Non Inc Tax Deduct
– ACIT AUS Acq Capit-Input Taxed Supp
–
–
–
–
–
Purchasing Codes for Non-Assets
AO AUS Acquisitions Other
FRAO AUS GST Free Other Acquisitns
NIAO AUS Oth Acq-Non Inc Tax Deduct
AOIT AUS Acq Other-Input Taxed Supp
– SALE Standard Taxable Sales
– FREE GST Free AUS-Sls & SGPSls&Pur
– EXCL Exclude from GST Return
GST (VAT Types)
GST Incl.
<$5000
>=$5000
NonCapital
Capital
A
O
A
C
GST Free
<$5000
NonCapital
FRA
O
>=$5000
Capital
FRA
C
Chartfield Distribution
Chartfield Distribution
Account Code
Fund & Department
Project
Program
Class
0000
00
Chartfield Distribution
Final Steps
3
2
1
Final Steps
Budget Status will
change to Valid
Click the Green tick
to send it to approver
If you want to cancel
the PO
Self Approved
Approving PO
Approving PO
Review the Request that
you want to approve
Approving PO
Dispatching Purchase Orders
There are 3 Dispatch Methods available:
Email
The PO is automatically emailed to the Vendor within 2 hours from 8:30am – 6:30pm Monday-Friday (once
it has passed Budget Checking and has been Approved).
Print
Once the PO has passed Budget Checking and has been Approved, there are 3 more manual steps
required:
1.
2.
3.
Manually dispatch the PO
Print the PO via the Process Monitor
Fax the hard copy print out to the Vendor
eProc
If the Vendor has this method displayed, they are an eProcurement Vendor. You need to cancel out of the
Purchase Order and create a Requisition via the eProcurement / Create Requisition menu. Otherwise your
order will not be dispatched anywhere – it will just sit there.
The Dispatch Method is setup on the Vendor record and will default onto the Purchase Order.
Dispatching your PO
•
Purchase Orders must have the status of approved before they can be
dispatched.
•
When a PO is ready to be dispatched the Dispatch button will turn yellow. If
the PO is not at this status the Dispatch button will grey out.
You will not be able to dispatch your PO while
the Dispatch button is greyed out. This
usually means the PO has not yet been
submitted for approval or has not yet been
approved.
Once the PO is ready to be dispatched the
Dispatch button will turn yellow.
Dispatching your PO
Leave Server Blank
PO Dispatched
Collecting PO
Exercise One
Create a Single Line Purchase Order
1. Create a new purchase order for supplier Gastronomy Australia
Pty Ltd
2. Your Business Unit is DEPVC
3. We are accepting the dispatch method as Print
4. You are ordering Catering for Orientation Week for $450.00
(which is taxable)
5. Your fund is OP001, Dept is ANALYTA Program 0000 and Class
00 Project PS19352
6. Save, Budget check and Approve
Exercise Two
Create a Multiple Line PO
1. Create a new Purchase Order that is exactly the same as the Purchase
Order you created in Exercise One (by copying it)
2. Add a second line to the order for $129 – Catering for Research Fellow,
which is to be split and distributed between department ANALYTA
(Analyta), Project PS19352- and department BMSF(Bioanalytical Mass
Spec Facil), Project PS19358- – both are from the Fund code OP001.
The two departments are going to share the costs equally.
3. Save, Budget Check & Approve
4. Ensure the approver is someone who has the financial delegation to
approve this purchase order (John Hilton Z3279076) and submit for
approval.
Exercise Three
Create a Bulk PO (Amount Only)
1. Create a new Bulk Purchase for supplier “Cabcharge”
2. Your Business Unit
3. Taxi fare $2000 & is GST inclusive
4. Service Fee is $300 & is GST free
5. Total Invoice Amount is $2300 (pre-GST)
6. Change information in Header details & PO Defaults
7. Fund Code: OP001, Department: ANALYTA, Project: PS19352
8. Save & Approve
Reserve PO IDs
Receipt a Purchase Order
The purpose of receipts are to
confirm that the goods
ordered (and approved) are
what were received.
Navigate to the menu where
you can Add a receipt to a
Purchase Order.
Ensure you are on the Add
tab, select your business unit,
ensure PO Receipt is ticked
and press Add.
Receipt a Purchase Order
Receipt a Purchase Order
If you have received a partial delivery enter the qty you have received.
When you receive the balance create another receipt (in the same
way) to record the balance.
If you have received all 10 all you need to do is Save.
Receipt a Purchase Order
DO NOT receipt
• Goods that have not been Received
• Goods that were damaged and returned to
vendor
Why do we use receipting?
So that we are:
•
Only paying the quoted price for what has been
supplied
•
Only paying for the quantity that has been
delivered
•
Only paying for goods received in good
working order
•
Stopping payments being made if the price or
quantity are outside the allowable matching
‘tolerances’
•
Maintaining controls via manual intervention
to verify and approve any discrepancies
before paying Vendors
Updating a Purchase Order
DO NOT update the Purchase Order with the
changed price or extra product lines once it
has been invoiced - it will re-dispatch and
cause problems with duplicate orders from
Vendors.
Changing a Purchase Order
FX Purchase Order
Foreign
Currency
Deal
No
Deal
Purchasing Assets
Assets should be purchased using a Purchase Order.
Purchase Orders for assets can be created via eProcurement or
Purchasing.
Procurement
Card
ASSETS should
NOT be Bought
PR1 Form
Expense
Unless they are bought using a Purchase Order, there is no way of entering
the Asset Management information eg owner, tag no, serial no, asset
location, dept etc.
Ordering Assets
•
When ordering assets there are a couple of additional
procedures that need to be followed.
•
If you choose an asset account code when placing an
order you should complete the “Cost Distribution” section
of the PO called “Asset Information”.
•
You are required to provide the Business Unit and Profile
ID for the asset. If you have more information you can
supply it now otherwise you can provide it when you
receipt the purchase order.
•
When receipting an asset you should enter information
into the “AM Status” tab of the Purchase Order line.
•
Click on the AM Status and complete “Distribution
Information”, “Asset Information” and “More Details”.
Purchasing Assets
• One Purchase Orders per Asset (incl. Assets consisting of
multiple components)
• Description, Comments & Attachments
• Use an Assets CATEGORY CODE & EXPENSE ACCOUNT
• Freight, Customs fees, installations, warranties, etc
All share the same Category Code, Expense Account,
Tag ID, Serial ID, etc.
• Multiple line purchase orders – how to enter Asset Information
• AM Unit & Profile ID– confirm default correct, update if
necessary
Asset Categories
Asset Categories
Equipment Purchases
Asset Category Codes
Classes of
Assets
Profile ID in the AMS
Account - Acquisition
Account Capitalisation
Computer
Equipment
COMP_CAP
COM_NETWRK
5200 (Computer Equipment
>$5,000)
2300
Other Plant &
Equipment
EQ_CAP10YR
5630 (Plant & Equipment
>$5,000)
2705
Office Equipment
EQ_CAP5YR
5630 (Plant & Equipment
>$5,000)
2705
Motor Vehicles
MOTOR
5300
2400
Classes of Non-Assets
Profile ID in the AMS
Account - Acquisition
Account - Capitalisation
Furniture
EQ_NONCAP
5600
N/A
Computer Equipment <$5k
COMP_NONCAP
5210
N/A
Comp Equip - Printers <$5k
COMP_NONCAP
5212
N/A
Comp Eq - Server/Storage<$5k
COMP_NONCAP
5213
N/A
Comp Eq - Other <$5k
COMP_NONCAP
5214
N/A
Other Equipment <$5k
EQ_NONCAP
5211
N/A
Software
GOODS
5260
N/A
Equipment not owned by UNSW
GOODS
5638
N/A
Asset Category Codes
Asset Category Codes
Asset Category Codes
Asset Category Codes
Asset Expense Account Code
AM Unit
Not all Business Units have an Equivalent AM Unit. Each of the
following belong to the SUMAN AM Business Unit.
DEPVC – Analytical Centre, Planning
PROVC – Richard Henry’s area
REGDP – Neil Morris’s area
BUSFI – Finance
CNTRS – Fowlers Gap
VCDIV – Vice Chancellor’s area, Internal Audit Academic
Ensure the correct AM Business Unit & Profile ID
have defaulted at the Asset Information tab
1. Select the Schedule Icon
2. Select the Distributions Icon
3. Select the Asset Information Tab
AM Unit & Profile ID
AM Unit & Profile ID
1.
2.
3.
4.
AM Unit field - matches Business Unit
Profile ID - matches Asset Category Code
Capitalize box should be default to ticked
Employee ID – Staff member responsible for Asset
Description & Comments
• Description field is limited - only 30 characters will display to Assets
Management. (incl. spaces, commas, etc)
• Ensure the name of the asset is entered in the description field first
• Comments – note the expected receipting date
• Attachments – scan and attach quotes, supporting documents, etc.
Description & Comments
Attachments
Receipting Assets
Receipt when goods are commissioned
Receipt all lines once all items relating to the asset have been received,
assembled/configured, tested and are ready for use
Asset Information Tab
Enter additional asset information at receipting via the 'Pending' link.
Note : If the 'Pending' link is not displayed, then you did not correctly select an Asset Category
Code when the PO was raised.
Select the Employee for the Asset Custodian (there can only be 1 employee custodian per
PO line).
On the Asset Information tab
enter:
- the Tag Number
- the Serial ID.
On the More Details tab enter:
- the Dept Owner
- the Asset Location
- the Model
- the Manufacturer
Receipting – Locate PO
Receipting – Locate PO
Receipting – Employee ID, Tag & Serial
IDs
Receipting – Dept Owner, Mfg ID, Model
Match Exceptions
If there are any discrepancies, NS Financials generates a “Match
Exception” which needs to be manually followed up and resolved. A
payment will not be processed until the match exception is resolved.
•
•
If changing a PO – check dispatch method
You will usually need to liaise with Accounts Payable to resolve
match exceptions.
If the Supplier tax invoice has not been entered into NSF the changes
should be made in Purchasing.
If the tax invoice has been entered into NSF the changes should be made in
Accounts Payable.
Match Exceptions
Resolving Match Exceptions
There are two ways you can resolve your Match Exceptions.
• Tax Invoice NOT entered into NSF
If the tax invoice from the Vendor has not been entered into NSF then
you can make changes to either your Order or your Receipt and
when they Matching Process runs again the Match Exception will be
cleared.
• Tax Invoice entered into NSF
If the tax invoice from the Vendor has been entered into NSF then you
need to work with Accounts Payable to resolve the exception.
In order to find out who to speak to in Accounts Payable look at the report
FUP_MATCH_EXCEPTIONS_BY_BUYER report for the column “Voucher Creator”.
This is your contact in Accounts Payable for this purchase order.
Accounts Payable will document your instructions, request additional approval if
necessary, and over ride the Match Exception allowing the invoice to be paid.
Reports
Enquiries & Standard Reports PO Activity Summary
Menu Path = Purchasing / Review PO Information / Activity
Summary
To look up invoice numbers that have been applied against purchase
orders, valuable for checking the balance of Bulk POs.
AP Vendor Summary - APY3001
Menu path = eProcurement / Reports / Vendor Summary Listing. List
all vendors with Vendor ID, short vendor name, by class (Supplier,
Employee, Student). (May also be run as a query)
PO Open Encumbrances - FUPPO008
Shows all unpaid or partially paid Purchase Orders (including bulk
orders) for a business unit between a period of time. (May also be run
as a query)
Reports
Queries –
Find Query Purpose (listing of all
Queries)
FIND_QUERY_PURPOSE
FUP_PROJECT_COMBINATION
Check valid Chartfield combinations
FUP_PO_VCHR_PYMT
Enter PO ID – Returns Voucher Details
FUP_PO_OPEN_ENCUMB
List PO Open Encumbrances by BU
FUP_PO_OPEN_ENCUMB_BUYER
List PO Open Encubrances w/ Buyer
FUP_PO_OPEN_ENC_BY_DEPT
List PO Open Encumbrances by Dept
FUP_PO_DETAIL_BY_PROJECT
List POs by Project ID
FUP_MATCH_EXCEPTIONS_BY_BUY
Enter Buyer ID – Returns list of all Match ER
Exceptions
Support & Guidance
•
Finance Website – Purchasing
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html
•
Buying Network
Ext. 53330, Email - Buyingnetwork@unsw.edu.au
Find My Buying Network http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw
ork.html
•
Purchasing Guidelines & Procedures
http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.html
http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf
•
Online Training Tool
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html
•
Quick Reference Guides
http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html
User Support & Training
Questions?
• Finance Website – Training
https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training Enquiries
Rohin Whitford, Finance Trainer
Ext. 53550, Email fti@unsw.edu.au