User Guide
Cabcharge Scenario v1.0
Finance Systems
Table of Contents
1.
Overview ...........................................................................................................................................2
1.1
2.
Document Purpose .................................................................................................................2
How to raise a BULK PO for Cabcharge ............................................................................................2
Change Origin to BULK......................................................................................................................2
Enter Categories for BULK PO ...........................................................................................................3
Select Amount Only option ..............................................................................................................4
3.
Receipting a Cabcharge Purchase Order ..........................................................................................4
3.1
Receipting through Portal Menu ............................................................................................5
3.2
Receipting through Receipts Menu ........................................................................................7
4.
Checking on Purchase Order Payment Details .................................................................................7
5.
How to raise a Purchase Order for Cabcharge if you do not have a bulk order...............................8
6.
Document Control ..........................................................................................................................10
6.1
Document Location ..............................................................................................................10
6.2
Change History .....................................................................................................................10
6.3
Glossary ................................................................................................................................10
6.4
Reviewers .............................................................................................................................10
6.5
Copies To ..............................................................................................................................10
User Guide
Purchasing ~ Cabcharge Scenario
1. Overview
1.1
Document Purpose
The purpose of this document is to assist buyers in dealing with their Cabcharge invoices (specifically
the non taxable service fee).
Ideally Buyers should create a BULK Purchase Order at the start of the year to cover charges for the
year. The benefit of this is that there will only be one purchase order (no need to create a Purchase
Order each time an invoice is received) and multiple receipts through the year can be created against
the BULK order.
This document outlines how to create a Cabcharge order.
2. How to raise a BULK PO for Cabcharge
In the case of Cabcharge the amount for each invoice will be different. So, you can estimate a total
amount that you expect might be billed over the period of time and use amounts to receipt.
At the start of the year you estimate that your Cabcharge throughout the year for your department
might be approximately $700 per month. Calculating the annual amount ($700 x 12) would be
$8,400 (excluding GST).
With Cabcharge you can anticipate a 10% Service Fee for each transaction (which is GST free).
Create your Purchase Order in the normal way. Change Origin, select BULK categories and select
amount only option as explained below:
Change Origin to BULK
Go into the Purchase Order Header Details:
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and change the Origin to BLK for BULK PO.
Enter Categories for BULK PO
To deal with this you should raise your bulk order for $8,400.00 using BULK (GSTable portion) as your
category and add another line for the Service Fee using BULK_FREE (Non-GSTable portion) as your
category.
This will add GST to your first line and not add GST to your second line.
Your PO amounts will then be:
1. Total of all lines (exclusive of GST)
2. GST
3. Total PO amount
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4. Encumbrance (does not include GST)
Select Amount Only option
To change your order to distribute by Amount click on the Attributes tab (on the main page) and click
on the Amount Only flags for each line. This step is very important if you want to raise PO by Amount
Only otherwise there will be issues during receipting of invoices.
A message will pop up to tell you that your lines can only contain a quantity of 1 - by agreeing to this
message the system will ensure this is the case and if it finds any other quantity in any of your lines it
will reset them to 1 and recalculate the line value. Press the Yes button to agree with this.
Finish the Purchase Order in a normal way by entering chartfields, save, budget check and send for
approval.
3. Receipting a Cabcharge Purchase Order
Create your receipt in the normal way by adding a receipt from the Receipting menu or portal menu
and quoting the number that you wish to receipt.
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* If you exceed the balance of your bulk order you can create a change order to increase the value.
If, at the end of the year, you still have a remaining balance on your order you can contact the Buying
Network and request that they close the order.
When you create a receipt for this order the quantity field will be greyed out and you will be asked to
enter the amount that you are receipting (ordinarily orders default to receipt by quantity so this will
be different than your usual receipt).
This receipt example below shows the receipt against your bulk order for the 1st Vendor invoice you
receive (please see table above).
3.1
Receipting through Portal Menu
Receipting through Portal menu is the preferred and easiest method. When you login to NS
Financials, you will be able to see Purchase Receipts in Portal Menu.
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In the Supplied field enter the Invoice details that you received.
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3.2
Receipting through Receipts Menu
Create your receipt in the normal way by adding a receipt from the Receipting menu and quoting the
purchase order business unit and number that you wish to receipt.
4. Checking on Purchase Order Payment Details
Go to the Query Reporting Tool and run the Query Report FUP_PO_VCHR_PYMT (you can either run
it to screen (HTML) or you can run it to Excel).
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Enter your purchase order details and the report will show you :
Your Purchase Order Details
The AP Voucher and Vendor invoice details
Payment details made for this order
Empty or zero fields indicate that there is no information found.
5. How to raise a Purchase Order for Cabcharge if you do not have a
bulk order
Preferred method is raising a BULK PO for cabcharge. If you do not have a bulk order you can create a
one off order by using the categories SERVICE and SERVICE_FREE instead of BULK and BULK_FREE to
deal with the service charge.
Since this is not a Bulk order you do not need to make any changes to the purchase order header.
Based on the sample invoice (see below) your lines should look like this:
Account Summary:
Example of your Cabcharge invoice:
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1.
2.
3.
4.
GST Amount
Amount including GST
Service Fee (GST Free)
Total Amount payable
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6. Document Control
6.1
Document Location
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User Guides\User
Guide PO Cabcharge Scenario.docx
6.2
Change History
Version Date
1.0
6.3
Description
Author
13/2/2013 Author
Shaleen Batra
Glossary
Term
Description
NS Financials or NSF
NewSouth Financials application. UNSW’s name for its Finance system.
Query
Reporting Tool within NS Financials
PO/Purchase Order
Purchase Order in NS Financials
Bulk
A single PO that is raised for a period of time and is receipted as goods or
services are received (i.e., one PO with many receipts) eliminating the need
to raise PO’s every time an invoice is received from one vendor.
Receipt
Receipts are entered into NS Financials as confirmation of delivery or receipt
of goods or services
6.4
Reviewers
Name
Title
Janz Reinecke
User Support & Training
6.5
Review Date
18/02/2013
Copies To
Name
Title
Date Emailed
Buying Network
Buying Office
25/03/2013
Finance Website
Posted to Knowledge Base
25/03/2013
End of Document
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