An Introduction to
Finance
Finance Systems Training
Finance Business Solutions – User Support & Training
Workshop Overview
MORNING SESSION
•
Financials
Overview
•
•
-
Systems Login
Finance Teams
Forms Directory
Buying Guide
Travel Portal
Reporting Guides
Financial Delegates
Online Training
NS Financials Knowledge
Base
Reference Guides
Introduction to
Chartfields
Taxation
-
Finance Website
-
•
AFTERNOON SESSION
•
NS Financials
Basics
-
•
GST Rules
FBT
Portal Menu
Menu explanations
Searching and
Inquiring
Process Monitor &
Report Manager
Help & Support
Our Systems
Finance Portal
Student
Administration
FIMS (Calumo)
NS Financials
General Ledger updates overnight
HRMS / Payroll
Management
Reporting
n/Vision
Tour of the
Finance
Website
www.fin.unsw.edu.
au
NS Financials Login?
Signing into NS Financials
Financial Delegation
NS Financials Knowledge Base
Training Workshops
Online Training
Training Environment
Online Training Tool
Finance Reference Guides
Introduction to
Chartfields
Transaction Type
Asset
Management
Expenses
Credit Card
eProcureme
nt
Accounts
Payable
Purchasing
Billing
General Ledger
Accounts
Receivable
Introduction to Chartfields
/
Introduction to Chartfields
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Translation
Business Unit
Business Unit (usually faculty or division)
Budget
Accounting Period
Fund
UNSW allocates $ to core activities at the University, such
as Research, Teaching, Operating, etc.
Department
Physics- (Faculty of Science)
Account
Where this transaction is going to appear in the General
Ledger
Program/Class
0000 00
Project
What money Physics has allocated to a specific task
(project)
GL Business Unit
A General Ledger Business Unit:
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
–
–
–
–
–
Has reporting requirements to external bodies
Holds title to its own assets
Requires a separate Chart of Accounts
Holds a unique ACN & Payroll Group Number
Is responsible for its own audit
UNSWA - Primary University
PRESS - Unipress
INTER - International House
UNISL - Unisearch Ltd
NSGLO - New South Global
GL Business Unit
General
Ledger
UNSWA
NSGLO
PRESS
INTER
Billing
ADFA1 UNSW@ADFA
ARTSS Faculty of Arts and Social Sci
BUILT Faculty of Built Environment
CAREM Careers and Employment
CASH1 UNSW Treasury UNSWA
CNFCE Venues & Events
COFA1 College of Fine Arts
COMEC Australian School of Business
COMMS Communications Unit
COOP1 UNSW Co-op Program
DIVIS Information Services
EDTEC Learning & Teaching @ UNSW
EDUCT Educational Testing Centre
ENGIN Faculty of Engineering
FACIL Property and Facilities
FSAR1 Accounts Receivable Office
LAW01 Faculty of Law
LIBRY Library
LIFE1 Faculty of Science
MEDIC Faculty of Medicine
PRIZE Students Information - Prizes
PUBLP Publishing & Printing Services
RAPID Rapid Services
RENT1 Rent
RSCH1 UNSW Research Services
SALAR Salaries Unit
SCHOL Scholarships
SCTEC Faculty of Science
STSER Student Services
UGYM1 University Gymnasium
Purchasing
eProcurement
ADFA1 UNSW@ADFA
ADFA2 University College eProc
ARTSS Faculty of Arts and Social Sci
BUILT Faculty of Built Environment
BUSFI Finance
COFA1 College of Fine Arts
COMEC Australian School of Business
CSERV Client Services Central
DEPVC DVC (Research)
DIVIS Information Services
DONAT UNSW Donate
EDFO1 Executive Director of Finance Ops
EDUS1 University Services
ENGIN Faculty of Engineering
FACIL Property and Facilities
KENCL Kensington College
LAW01 Faculty of Law
LIBRY Library
LIFE1 Faculty of Science
MEDIC Faculty of Medicine
PVCRS PVC Research
REGDP DVC (Academic)
SCTEC Faculty of Science
STSER Student Services
SUMAN Purchasing Operations
TRAVL Travel
TRAVU ADFA Travel Orders
UGYM1 University Gymnasium
WCOMP Workers Compensation
Expenses
UNEXP
ADEXP
Credit Card
PCARD
/
Budget
Period of Time
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Indicates which BUDGET YEAR the system checks and updates
during transaction processing.
NS Financials allows transactions to be posted in the current
Budget Period only.
Example : March2012 = Budget Year 2012
UNSW 2012 Budget Year
Budget Checking
Expenses
-
immediate
Credit Cards
-
overnight
Requisitions
-
immediate
Purchase Orders
-
immediate
Billing
-
overnight
UNSW Financial Periods
Funds
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
NB: Tree Manager –
FUNDS_CALUMO
Department
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Represents the divisional breakdown of an entity.
Faculty
School
Department
School
Department
Approx 1,100 operational departments
NB: Tree Manager – ALL_ORGS
School
Department
NB: Tree Manager – ALL_ORGS
Accounts
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
NB: Tree Manager – ALL_ACCOUNTS
Balance Sheet
- Asset
- Liability
- Equity
Profit & Loss
- Revenue
- Expense
Accounts
Expense
Revenue
Payroll
Equipmen
t
Materials &
Maintenanc
e
Travel
Internal
External
4000 Series
5000 Series
6000 Series
7000 Series
0900 - 1300
1401 - 1507
NB: Tree Manager – ALL_ACCOUNTS
/
Program
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Always 0000
Class
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Always 00
Project / Grant
Business Unit
Budget
Fund
Department
Account
Program
Class
Project / Grant
Project ID
Projects are an activity of
Organization which are
defined by specific
purpose.
Captures and controls transactions for
specific projects within the university.
Called Project Codes or Project IDs
(SpeedCharts are sometimes set up to
make entering this information easier.)
Chart of Accounts
Questions?
Tax
Tax Invoices
• Tax Invoices vs. Receipts
Tax invoices shows - supplier’s identity, ABN, GST
details, and Tax Invoice
• Supporting transaction
Greater than $82.50 (including GST) - Tax Invoice required
If no Invoice / Receipt - Tax code must be changed to NIAO
• Matching
It is important the Invoice GST and systems VAT treatments
match
GST Deferral Scheme
UNSW is registered with the Australian Tax
Office (ATO) for the “GST Deferral
Scheme”.
For taxable imports, quote the UNSW ABN
number 57 195 873 179 to Customs and/or the
Customs Broker and advise we are
registered for the GST Referral
Scheme. Any assessed Customs duty will
still be payable.
Any GST Customs would otherwise collect on
taxable imports is automatically accounted
VAT Type
VAT Transaction Types
Credit Card &
Expenses:
Business Purposes
& Expense Type
Purchasing:
Category Codes
Note: Line & Header
VAT
VAT Transaction Types
GST
Incl.
AO
GST Free
AC
<$5000
Capital
>=$5000
Non-Capital
Capital
FRA
O
<$5000
Non-Capital
FRA
C
Capital
>=$5000
Capital
VAT Transaction 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
SALE Standard Taxable Sales
FREE GST Free AUS-Sls & SGPSls&Pur
EXCL Exclude from GST Return
Line & Header VAT
GST errors can occur when Line & Header
VAT codes are out of synch.
These errors are most common in Billing.
Confirm the Line & Header VAT details
match to resolve these errors. For
guidance with these errors you may need
to contact Accounts Receivable.
GST Mixed Supply
• Tax Invoices with Taxable &
Tax Free Items
Each of the Expenses & Credit Card modules
require these transactions to be split when
entered into the system.
Effectively the one Tax Invoice or Receipt is
treated as two separate transaction items.
UPK Topics –
http://training.nss.unsw.edu.au/ODS/toc0.html
Expenses:
supply Expense
EX.02.04 - Claim a GST mixed
Fringe Benefits Tax
A Fringe Benefit is a ‘payment’ to an employee
but in different form to salary or wages
 Allows an employee to use a work car
for private purposes
 Gives an employee a cheap loan
 Provides entertainment by the way of
free tickets to reimburse an expense
incurred by an employee, such as school
fees
 Provides benefits under a salary
sacrifice arrangement with an employee
Tax Guide & Further Help
Tax Guide & Further Help
Questions?
NS
Financials
Basics
Training Environment
Home Page
Home Page
Everyone's main menu is
different as you will only
see what you have access
to
NS Financials & your Browser
Use these buttons at your own peril!


Home
Pressing this button
at any stage will
return you to this
page
Favorites
From anywhere in the
system if you press this
button it will add the location
of where you are to the “My
Favorites” menu.
Recently Used
This list will remember
the last 5 menus
visited
Sign Out
Sign out of NSF.
You will be automatically
signed out if you are inactive
for 60 consecutive minutes.
Menu Navigation
Auto- hide
Menu
Breadcrumbs
My Personalizations
Finance Portal
Menu items will be
different
depending on user
access
Approval Requests
To view list of items
that require approval
Approval Requests
Purchase Receipts
Receipt the goods
that you have
received
Purchase Receipts
Update
Defaults
Customer View/Request
• Request addition of a new
Accounts Receivable
Customer
• View existing AR
Customers & request
updates
Customer View/Request
Customer Request
AR Customer
Records consists
of a Customer
Account Record
& a Contact
Record
Complete the
Customer details
–Company
Name, Indicate if
Government or
Non-Government,
GST Status, ABN,
and Address
details.
Customer Request
Complete the
Contact Details
– Name, Phone
Number, Email
and any
additional
contact details.
Purchase Requests
To Request Goods
and Services
Confirm with your Buying
Newtork
Best to avoid for eProc
Suppliers & Assets
Requests
Expense Reimbursement
• View Claim
Status
Expense Reimbursement
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
Update Defaults
• Purchasing Unit Receipting
• Delivery Location
• Approver
• Receipting
• Project or chartfield
combination
• Alternate Approver
Update Defaults
Questions?
NS Financials Overview
Asset
Management
Expenses
Credit Card
eProcureme
nt
Accounts
Payable
Purchasing
Billing
General Ledger
Accounts
Receivable
NS Financials Modules
Expenses
Credit Card
Purchasing
eProcurement
Billing
Expenses
Expense Process Flow
Employee or nominated proxy*
enters the claim into NSF,
attaches scanned receipts and
submits to a Financial Delegate
for online approval.
The Financial Delegate
checks the claim, checks
the receipts and any other
attached forms and
supporting documents &
performs online approval.
* The Nominated Proxy and Financial Delegate can be the same
person
A process runs every
night which picks up
approved Expense
Claims and creates
Accounts Payable
Vouchers.
Gets paid in 2
days
Expenses
UPK – Online Training Tool
Credit Cards
Credit Card Process Flow
Cardholder makes
purchase.
Bank sends daily file
to UNSW and direct
debits UNSW’s bank
account monthly.
Card Administrator
loads file daily.
Yennie Fadjar Ext. 53885
Reconciler
Reconciles transactions
daily, weekly or monthly.
YOU
Prints Statement monthly
when email received.
Attaches receipts etc to
Statement.
Arranges for Cardholder
and their Manager to sign
the Statement.
Forwards paperwork to
Accounts Payable in
special blue envelope.
Compliance Officer
performs audit of
Statements.
Compliance Officer records
Statement as received in NSF
(returns Statement if receipts
missing etc).
Credit Cards
UPK – Online Training Tool
Card Help: cardhelp@unsw.edu.au Ext. 53885
Purchase Orders
Procure to Pay Process
Purchasing
Purchase
Request
eProcuremen
t
Purchasing
Requisition
Purchase
Order
Orders for
eProcurement
Vendors
Bulk Orders and noneProcurement
Vendors
Purchasing
Receipt
Accounts
Payable
Voucher
Vendor Tax
Invoice
Asset
Management
Matchin
g
Process
Compares the
Voucher to the PO
to the Receipt
Accounts
Payable
Payment
Pay run every Day
Dispatch Methods
eProc
eProcureme
nt
Print
Email
Purchasi
ng
Purchasi
ng
Purchasing
UPK – Online Training Tool
Purchasing: buyingnetwork@unsw.edu.au Ext.
53330
Billing
Billing Process Flow
Client
requests
Quote
UNSW
provides
Quote to client
Client requests
Goods or
Services /
Sends a PO to
UNSW
Budget Check
overnight next day
print
Administrator
sends invoice to
client
Client Pays – Standard UNSW
Payment Terms: 30 Days
New
requests at
Portal Menu
New
Custom
er ?
YES
Accounts
Receivable
create/update
accounts &
Notify
Requester
NO
Administrator
enters invoice
in NS
Financials.
OR
Invoice
request sent
to AR.
Accounts Receivable create
invoice & send PDF copy to
Requester.
Billing
UPK – Online Training Tool
Old
Version
Billing & AR:
Ext. 53934
arhelp@unsw.edu.au
Questions?
Searching & Inquiries
Searching & Inquiries
Sorting Search Results
Review vs. Find Existing
Navigation within Records
Next
Previous
Return
Notify
Notify
Export data to Excel
If you are a functional user of NS Financials, wherever you
see this icon you have the option to download the list to
Excel.
Moving Between Menus
Expand & Customize Tabs
Important
Read systems messages carefully before
proceeding.
Reporting Overview
There are 5 types of ‘reporting tools’:
1. Inquiries and Download Reports
2. Reports Within NS Financials using Process Monitor and
Report Manager
3. Query Reports
4. nVision Reports
5. Budget & Management Reporting –
selected users only, contact your Management Accountant for more information, or for
more information on Budgets, see Budget & Management Reporting on the Finance
Webpage.
Useful Queries
Use
Query Description
Query Name
GENERAL
List / Find Queries
Check Chartfields
Find Query Purpose
Confirm Chartfield Combination
FIND_QUERY_PURPOSE
FUP_PROJECT_COMBINATION
AR & BILLING
Checking payments
List Payments for Invoices
FUP_AR_PAYMENT_ITEM
Billing by Project
Billing by Project
FUP_BILLING_PROJECT
Billing by Department
Invoices By Date & Dept by BU
BI_DATE_DEP
Billing by BU with Biller
Billing by Bus Unit w Biller
FUP_BI_DETAIL_BY_BU_W_BILLER
Inv Activity
Billing Invoice Activity by Dt
FUP_BI_INVOICE_ACTIVITY
Inv Activity by Customer
Billing Invoice Activity by Dt by Cust
FUP_BI_INVOICE_CUST_ACTIVITY
PURCHASING
Voucher details for PO
Enter POID-Return Vchr Details FUP_PO_VCHR_PYMT
PO Open Enc by BU
List PO Open Encumbr by BU
FUP_PO_OPEN_ENCUMB
PO Open Enc w/ Buyer
List PO Open Encumbr by BU
FUP_PO_OPEN_ENCUMB_BUYER
List PO Open Encumbr by Dept FUP_PO_OPEN_ENC_BY_DEPT
111PO Open Enc by Dept
List POs by Project ID
POs incl. Chartfields
FUP_PO_DETAIL_BY_PROJECT
Reporting Terminology
 Run Control
To run a report, you must tell the system when and where you want the report to run. For most
reports, you must also set parameters that determine the content of the report, such as the
business unit or time period on which to report. This is called a Run Control. Run Controls are
unique to the User, i.e., only you can see and use them.

Process Instance
Once you’ve set your run control and pressed “RUN”, an instance starts processing to gather the
information to put into the report based on the parameters set in the run control.

Process Monitor
Where you Monitor your process instance. You will only be able to access your report once the
process runs to “Success” and the report has been “Posted”. Accessible from most reporting
windows or via the Process Scheduler menu.

Report Manager
Where reports are posted once the Process Instance has run to Success.
“I want to
print a report
please, here
are my
requirements”


Run Control
Process Instance
Process runs to get it!

Process Monitor
INITIATED
PROCESSING
SUCCESS
Watching it work
Success! Your report has
been Posted! Come and get
it!

Report Manager
Support & Guidance
• Finance Website –
http://www.fin.unsw.edu.au
• Forms Directory
http://www.fin.unsw.edu.au/InformationCentre/FormsDirectory.html
• 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