User Guide
NSi Cystemix Inter Business Unit Transactions V1.0
Finance Systems
TABLE OF CONTENTS
1.
Overview ...........................................................................................................................................2
1.1.
2.
Document Purpose .................................................................................................................2
Procedure .........................................................................................................................................3
2.1.
NSi Raise Billing Invoice .........................................................................................................3
2.2.
Cystemix Process Voucher ....................................................................................................5
Create a Template Voucher ...................................................................................................5
Raise a Regular Voucher and apply a Manual Payment .......................................................9
2.3.
NSi Receive Payment for Tax Invoice ..................................................................................11
Enter Regular Deposit using bank account CLN .................................................................11
3.
2.4.
Run Payment Predictor ........................................................................................................13
2.5.
Other Batch Processes will be run automatically overnight .................................................15
2.6.
Accounting Entries Generated. ............................................................................................16
Document Control ...........................................................................................................................17
3.1.
Document Location ...............................................................................................................17
3.2.
Change History .....................................................................................................................17
3.3.
Glossary................................................................................................................................17
3.4.
Reviewers .............................................................................................................................17
3.5.
Copies To .............................................................................................................................17
User Guide
NSi-Cystemix Inter Business Unit Transactions
1. O V E R V I E W
1.1. DOCUMENT PURPOSE
NSi has set up an associated business unit - Cystemix - as a department rather than as a separate
business unit. As they are separate legal entities, NSi and Cystemix transact between each other and
require the exchange of tax invoices. The payment and receipts are transacted through inter-unit
Loan Accounts, and no actual cash is exchanged.
The purpose of this document is to detail the system processes below:
-
NSi raising a tax invoice in NSF Billing to charge Cystemix
-
Cystemix raising a voucher in NSF Accounts Payable to recognise the expense
-
Cystemix raising a payment in NSF Accounts Payable to pay the expense
-
NSi processing the payment against the tax invoice in NSF Accounts Receivable
-
Verifying the accounting entries
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2. P R O C E D U R E
2.1. NSI RAISE BILLING INVOICE
Accounts Receivable is to raise a Tax Invoice to bill Cystemix for the services provided.
Navigation: Billing > Maintain Bills > Standard Billing
Raise invoice for customer id ALL129867 as per normal procedure, but use Bill Type CYS and Charge
Code 06_1936.
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Note that the Remit bank account default to CLN.
Then use Charge Code 06_1936 in the line:
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2.2.
CYSTEMIX PROCESS VOUCHER
Create a Template Voucher
To reduce the future data entry effort, Accounts Payable can create a Template Voucher for vendor id
0000057494 (use Voucher Style ‘Template Voucher’) and code the chartfields and the Payment
Options to use the bank account CLN.
Use this template to create future new vouchers will ensure correct coding of chartfields and bank
account.
Create the template voucher:
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Specify the template details:
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Enter the chartfield to be used:
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Specify the payment options (note the Account is CLN):
Save the template voucher.
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Raise a Regular Voucher and apply a Manual Payment
On receiving the Billing Invoice raised in point 2, Accounts Payable then raise a regular voucher in
NSF and pay the voucher by Manual Payment.
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Enter Vendor ID, and select Copy From ‘Template’, click Go.
Enter Template NSI_CYC, and click
You will return to the Regular Entry – Invoice Information page, change all applicable amounts to
agree with the Tax Invoice, complete the Invoice No and Invoice Date.
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Open the Payments Tab and pay the voucher by Manual Cheque.
Change the Payment Method to ‘Manual’, use Action ‘Record a Payment’ and enter the Reference.
Save the Voucher.
2.3. NSI RECEIVE PAYMENT
FOR
TAX INVOICE
Enter Regular Deposit using bank account CLN
Navigation path:
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Press Save.
Note that the Payment Predictor is ticked :
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2.4. RUN PAYMENT PREDICTOR
Run Payment Predictor using the run control criteria below.
Navigation path:
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When the process has run to Success review the payments to ensure that the payment is applied.
Navigation path:
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2.5. OTHER BATCH PROCESSES
WILL BE RUN AUTOMATICALLY OVERNIGHT
Once these are done, go into the Customer Account Overview and ensure the payment reflects:
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2.6. ACCOUNTING ENTRIES GENERATED.
Run query NSINN_GL_JRNL_LINE_DETAIL to check the journals generated
AUD
Unit
Account
Fund
Dept
Program
Class
Project
Source
Journal ID
Date
Line #
Amount
Line Description
NSINN
8508
OP001
CYSTEMIX
0000
00
CYSTEMIX
AP
APP1606159
13/11/13
1
3740.000
NSINN
8910
OP001
CYSTEMIX
0000
00
CYSTEMIX
AP
APP1606159
13/11/13
2
-3740.000
000001
NSINN
8508
OP001
CYSTEMIX
0000
00
CYSTEMIX
AP
APV1606158
13/11/13
3
-3740.000
Accounts Payable
NSINN
2924
OP001
CYSTEMIX
0000
00
CYSTEMIX
AP
APV1606158
13/11/13
1
3400.000
Expense Distribution
AP CLN MAN Ref:
000001
Cash CLN MAN Ref:
VAT Input
NSINN
3505
OP001
CYSTEMIX
0000
00
CYSTEMIX
AP
APV1606158
13/11/13
2
340.000
Recoverable
NSINN
3243
OP001
ADMIN
0000
00
06_1936
AR
AR01606157
13/11/13
9
-3740.000
NSI0092448
NSINN
3530
OP001
ADMIN
0000
00
06_1936
AR
AR01606157
13/11/13
10
3740.000
NSI0092448
NSINN
1501
OP001
ADMIN
0000
00
06_1936
BI
BI01606160
13/11/13
5
-3400.000
NSI0092448
NSINN
3243
OP001
ADMIN
0000
00
06_1936
BI
BI01606160
13/11/2013
4
3740.000
NSI0092448
NSINN
8505
OP001
ADMIN
0000
00
06_1936
BI
BI01606160
13/11/2013
6
-340.000
NSI0092448
3. D O C U M E N T C O N T R O L
3.1. DOCUMENT LOCATION
J:\BSI\FINSYS\Financial Systems\Systems\NS Financials\V9.1\Documentation\User
Guides\User\NSi_User_Guide_NSi_Cystemix_Inter_Business_Unit_Transaction_v1 0.docx
3.2. CHANGE HISTORY
Version Date
Description
Author
1.0 Draft 14/11/2013
Author
Lean Lee
3.3. GLOSSARY
Term
Description
NS Financials or NSF
NewSouth Financials application. UNSW’s name for its Finance system.
Query
Reporting Tool within NS Financials
3.4. REVIEWERS
Name
Title
Heidi Woolf
System Solutions Architect | Finance Business Solutions
Review Date
3.5. COPIES TO
Name
Title
NSi Finance Team
Post to Knowledge Base
End of Document
Date Emailed