Finance ServicesRaising Purchase OrderReference Booklet

UNSW Sydney – Finance Version 2019.10 – Released 1Contact : fti@unsw.edu.au

Start

You may encounter confidential data in this training material, e.g. in screen captures. You should keep them confidential.

Customer’s Procurement Site(info for customer)

About PurchasingPurchasing is when a staff member requests UNSW to purchase goods/services.

Generally we see the purchasing steps as shown below: at each step there is a FST team member who is responsible for that step, and relevant customer whom you are liaising

with.

List of items to be purchased and their price is usually in a quote from the supplier; Purchase Order is then based on this quote. On the other end, the process of receiving the

goods & invoice is called the Receipting which followed by an invoice.

Home < >

UNSW Suppliers List(alphabetical)

Find Suppliers(by product/service)

Purchase Request

Purchase Order Raised

Purchase OrderApproved

Purchase Order Dispatched

Goods/Service Receipted

Supplier Payment

FST’s Purchasing

Quote(from Vendor)

Invoice(from Vendor)

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

UNSW Procurement Policy(info for customer)

UNSW Procurement Procedure(info for customer)

Requestor Approver Account PayableRequestor

Buyer ReceiptorDispatcher

There are photos by Unknown Author used in this content, licensed under CC BY-SA

Purchasing with InvoiceYou may hear the phrase “Purchasing with Invoice” generally called “after the fact”;

which refer to a circumstances when the Requestor already made the actual purchase, and thus receive an Invoice from the supplier; and requested UNSW to pay that invoice.

The goods/services may or may not yet receipted.

FST will process this as usual purchase, with the exception that we do not use the Quote as the base of the PO;

we use the Invoice instead.

Home >

Purchase Request

Purchase Order Raised

Purchase OrderApproved

Purchase Order Dispatched

Goods/Service Receipted

Supplier Payment

FST’s Purchasing

Quote(from Vendor)

Invoice(from Vendor)

Requestor Approver Account PayableRequestor

Buyer ReceiptorDispatcher

<

Customer’s Procurement Site(info for customer)

UNSW Suppliers List

Customer’s Purchasing Form

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

UNSW Procurement Policy(info for customer)

UNSW Procurement Procedure(info for customer)

Purchasing Roles• From FST’s perspective, the process can be seen as below:

• This booklet will cover step 1 to 4, • While the Receipting booklet covers step 6 to 8

There are several roles:

• Outside FST:• Requestor• Approver• Supplier• Account Payable

• In FST:• Buyer• Approver (if pre-approved)• Dispatcher• Receiptor

Buyer

Receiptor

Dispatcher

Requestor

Supplier

Approver

2. Raise Purchase Order

1. Request Purchase + Supporting Docs

+ Quote

3. Approve Purchase Order4. Dispatch Purchase Order(usually as per Requestor’spreference)

5. Deliver goods/services+ Invoice

(sometimes invoice might get sent to AP,

but eventually FST will be made aware

and need to confirm receipt)

6. Check delivery?

7. Confirmation of Delivery

Account Payable(AP)

8. Instruction to Pay

$

Home ><

FST

Customer’s Procurement Site(info for customer)

UNSW Suppliers List

Customer’s Purchasing Form

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

UNSW Procurement Policy(info for customer)

UNSW Procurement Procedure(info for customer)

Process Overview

• The process map showing Purchase Order steps for both with and without invoice.

• Click on the blue boxes to view details for each step; relevant resources are listed to the right.

• Sometimes you may need to amend a PO after creation. Check Amending an Existing PO.

Home ><

Purchase Order (PO) Status

Customer’s Procurement Site(info for customer)

UNSW Suppliers List

Customer’s Purchasing Form

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

UNSW Procurement Policy(info for customer)

UNSW Procurement Procedure(info for customer)

Receive Request• The customer might submit their purchasing request through:

• As an email to Finance Services• Via Finance Services’ website Self-Service ‘Buying from UNSW Catalogues” form

to make an eProcurement purchase.

• Regardless of its method, eventually the purchase request will come as a CASD ticket:• Assigned to you, • Has category “FinServ.Buying.Buy Goods or Services”.Refer to the CASD Ticketing System booklet if you need to get familiarise with it.

• There are a lot of steps which the customer/requestor has to complete, before their purchase request reaches you. Therefore, your first step is to confirm that the customer has provided all of the required information. See the Pre-Work section.

Process Overview

Home ><

CASD Step 1 Receiving a Ticket(duration 1:19)

CASD Ticketing System

CASD Cheat SheetSee Categories & Status

Attention!

There is a possibility that FST received duplicated instruction to create a Purchase Order.

Always check before creating a PO to avoid double-PO.

Pre-Work• To raise a Purchase Order (PO), you will need sufficient information/documents/proofs;

• For all PO these information are required:• Chartfield: Project ID or (Fund ID + Department ID)• Information about the product(s) to be purchased• Quotation from the supplier (showing supplier details, price of each item, and amount to purchase)• Nominate an Approver with financial delegation or provide proof of pre-approval• The delivery (‘Ship to’) location detail

• In addition, depending on the conditions, more information/documents/proofs required.The possible conditions are (more than one may apply to your current ticket):

• If anything missing, contact to the Requester to clarify before proceeding; always update CASD Ticket’s status accordingly (refer to the CASD Cheat-Sheet).

Process Overview

Home ><

CASD Step 2 Updating a Ticket(duration 01:08)

Is the purchase after the fact?

Is the purchase in Bulk?

Is the good(s) an Asset?

Is there a pre-approval for purchase?

Is the purchase in FX (Foreign Currency)?

Is there a pre-payment/ instalments payment?Check Total Purchase Value

Is the purchase through eProcurement?Is the Requester = Approver?

Check The Supplier

CASD Ticketing System

CASD Cheat SheetSee the Status section

Is the good(s)an Hazardous Good?

Ship to Location• The ‘ship to’ location is a code in NSF which identify a unique physical address for

delivery of the goods or services.

• By default this will be empty and will not let you save your PO without one. As FST buyer, you are raising PO on the requester’s behalf, you will need to enter the ‘ship to’ location based on the information provided by the requester.

Process Overview

Home ><

Return to Pre-Work

UNSW Suppliers & Panel SuppliersSee in the Procurement FAQ

Supplier Inquiry(duration 02:24)

Pre-Work

Check The SupplierIf the supplier is not registered in NSF, no payment can be processed for that supplier; as you will not be able to raise a PO against a non-registered supplier.

Process Overview

Home ><

Return to Pre-Work

FST (Buyer):

• Check the supplier’s company name and other details. See Supplier Inquiry video;

Requester:

• The requester might not be aware if the supplier is already registered or not.

If confirmed:

• Raise the Purchase Order if the supplier already registered; or

• Raise the Purchase Order after the supplier has been properly registered.

If not confirmed:

• If Supplier not yet registered, follow the steps to register new supplier; • Send them an Vendor Application invite link. If oversea, SWIFT/IBAN code is required for their banking details. Update the CASD ticket to

“Pending RFC”, set 3 working-days target date. Follow-up with the supplier if no progress.• After they completed the registration, you will be notified. • Then create CASD child ticket to AP (Account Payable), set the category to “vendor creation” or “vendor amendment”.

Attention: Do not alter the child ticket anymore.• Update your own CASD Ticket to “Pending RFC”, amend your summary with:

• Domestic: Company Name + ABN + CT• International: Company Name + CT

• Set 2 working-days target date. Follow-up with AP if no progress.• When AP completed the ticket; you will be notified, and can now find the supplier in NSF. Continue to raise a PO.

Checking supplier

Registering a new SupplierClick on ‘Vendor Request Form’

CASD Updating status(duration 01:08)

CASD: Creating RFC Child Ticket(duration 03:01)

Vendor Cheat Sheet

Procurement FAQ: What is a quote?(info for customer)

Supplier Inquiry(duration 02:24)

UNSW Suppliers/Panel SuppliersSearch by the supplier’s name

Pre-Work

Check Total Purchase Value Process Overview

Home ><

Return to Pre-Work• Referring to “UNSW Procurement Guide” & Buying Reference Guide, there are three different purchasing processes depending on the total purchase value & supplier’s status.

• The requester must adhere to this process before submitting a ticket to FST.

FST (Buyer):

• Check that requester has satisfied the requirements.

• See the “supplier inquiry” if you need to check the supplier from within NSF.

Requester:

• Must satisfy all requirements stated in the UNSW Procurement Guide; and submit all quotes (if applicable)

• Specify to you the selected quote used in purchase.

• Provides “Tender Exemption Form” if unable to find three quotes whenever is required.

If confirmed:

• Raise the Purchase Order using the designated final quote.

If not confirmed:

• Contact requester to satisfy the requirements; point to relevant website/document. Update CASD Ticket. If the requestor needs support or information, direct UNSW Procurement website. Update CASD Ticket.

UNSW Procurement Guide(info for customer)

Contact Strategic Procurement

Total Purchase

Value

UNSW Supplier/ Preferred

UNSW Panel Supplier

Other Supplier

<$3k Direct Purchase Direct Purchase Direct Purchase(with evidence of price)

$3k - $50k Direct Purchase Direct Purchase (with 1 quote)

Direct Purchase(with 1 quote)

$50k - $350k Direct Purchase Direct Purchase(with 1 quote)

Simple Purchase(with 3 quotes)

>$350k Direct Purchase Simple Purchase(with 3 quotes)

Comprehensive Process

Buying Reference Guide(info for customer)

Procurement Website (info for customer)Direct to “Discover How to Buy”

CASD Updating status(duration 01:08)

About Tender Exemption(and how to get it)

Pre-Work

Is there a pre-approval for purchase? Process Overview

Home ><

Return to Pre-WorkPre-approval is when the Requester received a written (could be an email) approving the purchase, before the purchase order was raised. However the NSF system still need someone to approve the purchase, FST internally refer this as “system approver”; therefore FST assigns a member who can approve it on behalf of the original approver.

FST (Buyer):

• [for faculty] operating fund should be approved or pre-approved only by School Manager of that school or designated approvers in the faculty.

• [for faculty] research fund, Designated Research Accountant of that school is the approver and the CI (Chief Investigator) of the research is the pre-approver.

• Check that the final approver has a financial delegate and sufficient delegation limit to approve the total purchase price. This can be done through the “approver” search from within the Purchase Order.

Requester:

• Requester says that the request was pre-approved;

• Provides you with the approver’s name and attach the written proof of the pre-approval (forwarded email is accepted).

• [for faculty] If the purchase is beyond the limit of the Dean ($250k); then there should be a written approval showing the Dean’s pre-approval (email or scanned signed-document also accepted).

If confirmed:

• When you Raise the Purchase Order; Attach the proof of pre-approval and name the substitute approver in the approver text box.

If not confirmed:

• Go back to the requester to clarify, the approver does not have enough limit. Update CASD Ticket.

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

The Finance’s Financial Delegates would be:• Up to $3k, your team leader,• $3k to 30k,

the Finance Manager,• $30k to 50k,

the Purchase to Pay Manager,• >$50k, the Dir of Financial

Operation or higher executive

CASD Updating status(duration 01:08)

Pre-Work

Is the Requester = Approver? Process Overview

Home ><

Return to Pre-WorkConforming with segregation of duties, which prohibited self-approval, a staff member is not allowed to raise an order and approve it themselves. However for efficiency reasons (purchase order only), self-approval is allowed up to the threshold $500. Otherwise requester must nominate other financial delegates as approver.

FST (Buyer):

• Check if the Approver’s name is the same with the Requester;

• if so, the approver can only approve their own purchase request up to $500; beyond that they must nominate a different approver. The other approver must be a financial delegates with sufficient limit to cover the whole purchase cost.

• [for faculty] On operating fund, if the school manager requested the purchase then one step up would be the approver.

• [for faculty] On research fund, the research accountant can not submit a request on their own behalves.

Requester:

• No extra information needed

If confirmed:

• Raise the Purchase Order.

If not confirmed:

• Go back to the requester asking for another approver. Update CASD Ticket.

CASD Updating status(duration 01:08)

Pre-Work

Is the purchase after-the-fact?If the requester already made the purchase (also known as “after-the-fact” or “purchasing with invoice”, possibly the supplier already invoiced the requester. However, you still need to raise a PO and get it approved before the supplier can be paid.

Process Overview

Home ><

Return to Pre-Work

FST (Buyer):

• Check the supplier, is it registered yet in NSF;

• Check if the PO already raised; requester might accidentally sent multiple request, or someone else already raised the PO.

• Check if the invoice has been processed (Select regular entry function in NSF; then select Business Unit: “SMFSD-Account payable”, enter the invoice number as appeared in the invoice). If the invoice is already in the system, then do not proceed further and close the CASD Ticket.

Requester:

• Must provide you with Invoice of the purchase; no need to submit the quote.

If confirmed:

• Raise the Purchase Order using information from the Invoice;

If not confirmed:

• Contact the requester if the invoice is not valid; or any missing information. Update CASD Ticket.

• If you find an invoice of the same order; stop and close the ticket adding comment that the invoice (cite its number) already paid using voucher (cite the voucher number).

CASD Updating status(duration 01:08)

“after the fact” purchase is not ideal, and not preferred; however they do happen and need to be serve properly and follow the procedure.

Difference will occur in the dispatch step, since the PO not need to be dispatched to the Supplier.

Pre-Work

Is the purchase in Bulk? Process Overview

Home ><

Return to Pre-Work• A bulk order is when the Requester requested one order of goods/services which will accrue in many receipts; the supplier will invoice the university gradually over time. e.g. requesting a professional service time (man-hour) and accrued it weekly over the period of the project.

FST (Buyer):

• Take notice that the purchase is Bulk, and later in the PO there will be an option for you to specify this and enter the information.

• It is possible that the requester, didn’t know and request a regular purchase instead; if you notice that the purchase is more appropriate as a Bulk order, then communicate this to the requester and clarify with them.

Requester:

• The requester needs to identify the purchase as a bulk purchase.

• Specify the amount/quantity of the purchase.

• The requester must specify the GST (or GST Free) treatment applicable to the purchase.

If confirmed:

• Raise the Purchase Order as a Bulk.

If not confirmed:

• Go back to the requester to clarify any missing details. Update CASD Ticket.

Bulk Purchase Orders QRG

CASD Updating status(duration 01:08)

It is preferable that a bulk PO is closed by the end of the financial year. You can create a same bulk order as a new one for the next financial year.

Because:• It keeps the reconciliation and

accrual process simple, • As the amount grows, it may

exceed the financial delegate's limit.

• Over time, the buyers, approvers or receiptors may have left the university (expired zID).

Pre-Work

Is the purchase in FX? Process Overview

Home ><

Return to Pre-Work• If the purchase is in Foreign Currency (FX), then the entire order must be in the same one currency; UNSW only operates in listed currencies (see list on the right).

• If the purchase made is more than the equivalent of A$50k, then FX Deal Number is mandatory

• Note that the FX rate at the time of purchase might be different than the rate at the time of payment, because FX rate tend to fluctuate. Requester can remove the risk by ordering a FX Deal Code with the Treasury to lock in an exchange rate.

FST (Buyer):

• Check the FC1 Form.

• Forward the FC1 Form to Treasury forex@unsw.edu.auand wait for a Deal Code. Set the CASD status to “Pending RFC”.

• When FX Deal provided, raise a child ticket to AP to add the FX Deal Number to the vendor record in NSF. Set CASD to “Pending for RFC” until receive notice before continuing.

Requester:

• Requester has to identify the FX currency of the purchase;

• If FX Deal is required or requester choose so, requester must fill in FC1 Form.

If confirmed:

• After you get notification from AP’s ticket, then continue to raise the Purchase Order;

If not confirmed:

• Go back to the requester to clarify any missing details;

• If the FC2 form is missing and FX is mandatory, you can fill up the form on the requester’s behalf; and send it to Treasury.

• If the currency is not listed; ask the Requester to acquire a re-invoice from the supplier in USD/AUD (preferred) or any listed currency; and their bank account can accept it. Update the CASD to wait for the customer.

CASD Updating status(duration 01:08)

List of UNSW Currencies & Contact info of Treasury

FC1 Form is coming as webform on myUNSW(Request a foreign currency PO with a hedge)

FC2 (temporary until webform ready)

Pre-Work

Is the purchase through eProcurement? Process Overview

Home ><

Return to Pre-Work• UNSW has an online catalogues for regular purchases, which the requestor can browse and choose directly like an online shopping cart. It’s accessible from the Financial Services page.

• The supplier has to be registered in UNSW as eProcurement supplier (i.e. established link between systems);

FST (Buyer):

• Follow the instruction from the “Buying from Online Catalogues User Guide” p.7 onwards about steps to import the shopping cart instead of manually enter the products.

• The CASD Ticket should be categorised as “FinServ.Buying.Buy goods or services”

• In extreme circumstance, changes can be made to the order after it is dispatched as long as the purchase has not been delivered. Since it can cause system issue.

Requester:

• Requester can make the purchase directly from the online catalogue and complete the shopping cart (see the eProcurement video & refer to the attached User Guide). Then they can submit their request to FST citing the shopping cart number.

• [for faculty] Alternatively, requester can give FST the list of items to purchase; each catalogue ID, amount. FST will look them up in the catalogue and continue with the PO.

If confirmed:

• Raise the Purchase Requisition from the eProcurement menu; this is different to the regular PO.

If not confirmed:

• If you were unable to retried the shopping card number, or anything else missing; contact the requesterUpdate the CASD to wait for the customer.

Buying from Online CataloguesUser Guide

eProcurement Requisition(duration 06:00)

CASD Updating status(duration 01:08)

Preferred supplier indicated by a green tick in NSF

Pre-Work

Is the good(s) an Asset?When purchasing goods and services, the term ‘asset’ refers to a piece of equipment that will be owned by UNSW; generate future benefits beyond 12 months and, has an acquisition cost equal or greater than $5K once all direct associated costs are added up. The exception to this rule being artwork acquisitions. An Artwork must be registered as an asset in the Finance Asset Management system, irrespective of their acquisition costs.

Process Overview

Home ><

Return to Pre-Work

Buying Assets(Quick Reference Guide)

FST (Buyer):

• If the requester did not identify the purchase as an asset but you suspect it is (e.g. based on the value, description, etc…), contact the requestor to confirm.

• Identify the asset category the asset falls under and select the appropriate PO Category code and GL account code. Refer to the link ‘Asset Help Sheet’. These 2 values are essential to ensure the asset is registered correctly in the Finance Asset Management system.

• Collate the following information before you raise the purchase order:• Ascertain whether the purchase requires instalments/pre-payments• Identify the main core asset(s) for POs with multiple items• Identify all sub-components to the main core assets• Identify any costs that should be expensed (e.g. consumables, training,

warranty and maintenance services costs, etc.)

Requester:

• Inform FST that the purchase relates to the acquisition of an asset

• Confirm whether the PO is for the acquisition of a new stand-alone asset or a built-in for an existing asset

• Identify how many assets are being acquired

• Identify all the relevant costs for each asset

• Identify the UNSW staff custodian

Note: if the PO relates to repair or maintenance of an existing asset, the costs should be expensed.

If confirmed:

• Raise the Purchase Order; check the pre-payment/instalments information in this booklet if relevant to the asset purchase.

If not confirmed:

• Go back to the requester to clarify. Update CASD Ticket.

CASD Updating status(duration 01:08)

Creating an Asset Order(Quick Reference Guide)

Contact Asset Management

Asset Categories(Asset Help Sheet)

Look ahead: At the receipting stage, an asset tag will be assigned to each asset that is ready to be registered in the Finance Asset Management system. Asset tags are issued either by the Asset Management team or the FS teams, depending on the arrangements in place for each Faculty/Division.

Pre-Work

Is there Pre-payment/Instalments arranged?Pre-payment is an arrangement where the payment of the goods/services is divided into multiple stage, each incurring a fraction of the total cost. The number of instalments and timing of the payment should be described in the invoice/contract.

Process Overview

Home ><

Return to Pre-Work

FAQ Asset Instalments Initiative(Quick Reference Guide)

FST (Buyer):

• If This is a pre-payment on asset refer to FAQ Asset Instalments Initiatives for instruction.

• For pre-payment of non assets; you need to know the amount and payment method of pre-payment. Was the pre-payment included in this PO, already made through Credit Card, through previous PO or else.

Attention: There is a difference in the way the lines are created in this PO based on the condition mentioned beforehand. This is a crucial information.

Requester:

• Provide schedule of payment;

• If the pre-payment was already done separately (e.g. credit card, previous separate PO), then requester must notify FST of the method and amount of the pre-payment to ensure FST and AP can properly record for tax purposes.

If confirmed:

• Raise the Purchase Order.

If not confirmed:

• Go back to the requester to clarify. Update CASD Ticket.

CASD Updating status(duration 01:08)

Creating an Asset Order(Quick Reference Guide)

Contact Asset Management

Asset Categories(Asset Help Sheet)

Buying Assets(Quick Reference Guide)

Pre-payment of Non Asset(Quick Reference Guide)

Look ahead: Important to make sure that appropriate category and GL code are used. Otherwise significant lost of time can be suffered by multiple departments down the track.

Pre-Work

Is the good(s) an Hazardous Good? Process Overview

Home ><

Return to Pre-Work• A hazardous good is any items that pose health, security and environmental risks.

• Jaggaer (formerly “SciQuest”) system controls the purchasing and inventory of hazardous materials and dangerous goods (HMDG), e.g. chemicals, lab supplies;

FST (Dispatcher):

• There is nothing needed to be done by FST as a buyer.

• If the vendor is not connected to the eProcurementsystem, then FST will have to manually dispatch the approved Jaggaer order.

Requester:

• [From January 2019] There is no longer need for your customer to request you to do anything in regard to Jaggaer.

The customer can request their purchase, submit for approval, dispatched to the vendor and receipt the delivered order directly from Jaggaer.

If confirmed:

• No need to raise a PO; Customer can raise the PO from Jaggaer.

If not confirmed:

• The only process that FST need to do is dispatch (if required); and there is no rejection.

The inventory of all hazardous goods is monitored by Jaggaer. It is a system that record every purchase, receipt and usage of dangerous goods.

From January 2019, Jaggaer is integrated with NSF. A daily overnight process will take data from Jaggaer and synchronise it with NSF.

CASD Updating status(duration 01:08)

Updated Information

Jaggaer Integration Booklet

Creating Purchase OrderThere are two distinctive purchase processes;

1. Regular Purchase Order(See Filling-up Purchase Order video)Selecting Main Menu > Purchasing > Purchase Orders > Add/Update POs.

2. eProcurement Purchase Orderalso called buying from online cataloguesSelecting Main Menu > eProcurement > Create Requisition

Process Overview

Home ><

Filling-up Purchase Order(duration 04:47)

Purchase is a Bulk Order Purchase of AssetPurchase was Pre-approved

Purchase in FX Purchase Purchase of Hazardous Goods

Buying from Online CataloguesUser Guide

There are several situation/conditions which dictate you to do things differently, or to add more information compared to the regular PO. Please click each to see them.

eProcurement PO

Instalments & Prepayments

Troubleshooting Business Unit Codes

Creating PO

eProcurement Purchase Order (continued)

• Usually the requestor will send you a list of items as a body of email which then appear in your CASD Ticket. Watch the videos on the right to process the request.

• Requestor can also directly browse the catalogue, select items themselves, then save the shopping cart and send you its number. You can then pick up the process and continue.See below:

Process Overview

Home ><

Return to Create PO

Buying from Online CataloguesUser Guide

eProcurement Requisition(duration 06:00)

1

2

3

4

To retrieve the saved shopping carts:• Access the catalogue as usual, then 1. Click on the “Shopping Lists”2. Locate the shopping list, which

the requestor specified.3. Review its content4. Click “Submit List” to continue process

Creating PO

Purchase was Pre-approved• Raise the PO accordingly, either regular PO or eProcurement.

• Nominate the system approver instead of the original approver, and attached the original approver’s pre-approval.

Process Overview

Home ><

Return to Create PO

Nominate Approver in Standard Purchase Order Nominate Approver in eProcurement

Creating PO

Purchase made in Bulk• A Bulk orders is when you have one order which will be receipted gradually over a period of time;

each time you receipted the goods/services, you deduct a portion until the remaining balance reaches zero. You can raise the order By Amount ($ value), or By Quantity (unit counts of measurement) – this is the default

• Follow the procedure explained in the ‘Bulk Purchase Order’ Quick Reference Guide Please read the Quick Reference Guide (QRG)

before you create the Bulk Order. You will need to specify the category for each line,

to use either “BULK” (GST applied items) or “BULK FREE” (GST Free items)

You don’t need to change anything to use by-Quantity, but to use by-Amount you have to change the line attributes tab,and tick the Amount Only checkbox.

Click next to see the screenshots.

Process Overview

Home ><

Bulk Purchase Orders QRG

>

More about Bulk Order

Creating PO

Purchase made in Bulk (Continued) Process Overview

Home ><

Return to Create PO

Tick for By-Amount ($ value) or untick for By Quantity (counts)

Set category to “BULK” (GST applied items) or “BULK FREE” (GST Free items)

Change Origin in the Header Details to “BLK”

Code DescriptionMXN Mexican PesoLKR Sri Lankan RupeeTHB Thai BahtCAD Canadian dollarCHF Swiss francCNY Chinese yuanDKK Danish kroneEUR EuroFJD Fiji dollarGBP Pound sterlingHKD Hong Kong dollarINR Indian rupeeJPY Japanese yenNOK Norwegian kroneNZD New Zealand dollarSEK Swedish krona/kronorSGD Singapore dollarUSD United States dollarZAR South African randAUD Australian Dollar

Creating PO

Purchase made in FX• View the ‘FX Orders (no deal code)’ video

for raising a PO without the deal code; or

• View the ‘FX Orders (with deal code)’ video to use treasury’s FX deal code.Any FX purchase above A$50,000 must have a deal code.

• Fill up the PO with at least one line before you can change the currency of the order

• The entire order must be in one currency.

• UNSW only transaction in the listed currencies

FX Deal is when Treasury buy the currency for you in advance so the exchange rate will not fluctuate and you can have a pre-defined value.

Process Overview

Home ><

Return to Create PO

FX Orders (no deal code)(duration 01:49)

FX Orders (with deal code)(duration 02:52)

Source: Treasury. 2019.04.01

Creating an Asset Order(Quick Reference Guide)

Multi-components Assets Split accounting distribution Prepayments & Instalments

Filling-up Purchase Order(duration 04:47)

Creating PO

Purchase of Asset• Purchasing an Asset should be done through raising a PO, which automatically notify Asset Management System to track the asset. If

asset purchase was made through Credit Card or other means, then Asset Management Team need to be contacted manually to register the purchased asset.

Process Overview

Home ><

What is an Asset?(Asset Help Sheet)

Asset with Multiple Components(duration 05:25)

Asset with multiple instalments(duration 04:01)

More Purchase of Asset

• The total cost of an asset is the sum of all the costs directly associated to its acquisition and without which an asset could not be acquired. This can include but is not limited to the costs of the main core asset, sub components, freight/delivery and installation costs and custom levies for the import of equipment from overseas. The total value of an asset doesn’t include GST. Refer to the link ‘Creating an Asset Order’.

• If the costs are itemised separately in the PO, ensure the appropriate PO category and GL accounts codes are selected based on the asset category identified for the main core asset(s), regardless of the amount per item. Refer to the link ‘Asset Help Sheet’ to identify the correct PO category and GL account combinations.

• If you are not buying an asset, you should use GOODS or SERVICES category codes.

Use the first 30 characters of “More Information” to identify the asset, includes type, make and model whenever it is known. Asset Mgmtwill pickup this data on their system.

e.g. Fuji Xerox ApeosPort-VI C5571 Printer, refer to quote #99999

Creating an Asset Order(Quick Reference Guide)

Filling-up Purchase Order(duration 04:47)

Creating PO

Purchase of Asset (Continued)

• A complex asset purchase could be:

• A multi-component asset: Sometimes, an asset cannot function as intended without other sub-components. The main item is referred to as the ‘core’ asset, while the other items are referred to as ‘asset components’. In most instances, the ‘asset components’ will be part of the same order. The same PO category and GL account codes should be selected for the asset components as for the core asset. Refer to the link ‘Asset with Multiple Components’.

• A multi-repayment asset:If the purchase of an asset requires one or multiple prepayments, the PO should be raised under prepayment and all the relevant costs should be charged to the appropriate PO category and GL account code for prepayment. Refer to the link ‘Asset with multiple instalments’ and the Instalments & Prepayments section of this booklet.

• A built-in to an existing asset: In some instances, a new item will be purchased to enhance the functionalities or upgrade part of an existing asset. The buyer will need to obtain the asset information of the existing asset and contact the Finance Asset Management team to verify the status of the existing asset.

• Manufacturer ID:Use this field to identify the nature of each item that has been listed separately: Asset core; Asset component, Asset Built-in; Asset upgrade; Asset Trade-in. Click on the drop-down menu to select the most appropriate statement.

• Additional asset info (e.g. manufacturer’s serial number, UNSW asset tag number, department owner code, staff custodian id number and location code) will be required at the receipting stage.

Process Overview

Home ><

Return to Create PO

What is an Asset?(Asset Help Sheet)

Asset with Multiple Components(duration 05:25)

Asset with multiple instalments(duration 04:01)

If you have any questions regarding the purchase of an asset, please consult your team leader or email assets@unsw.edu.au

Creating PO

Instalments & Pre-payments• Some transactions (usually asset purchases), may require payment in instalments that correspond to milestones (e.g. 30%

down-payment, 30% upon delivery and 40% when installation is complete).

• These payments are recognised as instalments/prepayments. Refer to the ‘Asset Instalments Initiatives’ and ‘Pre-payment of Non Asset’ document for further information.

Process Overview

Home ><

Return to Create PO

Filling-up Purchase Order(duration 04:47)

Asset with multiple instalments(duration 04:01)• Instalment/Prepayment POs will need to be

raised, as follows: PO Header ‘Origin’ field: select PRE

(see picture) Each payment milestone should be

itemised under separate PO lines. For asset related POs, where multiple

assets are acquired, the payment milestones associated to each asset should be identified separately. For instance, you are asked to purchase 2 new assets, the total cost of which require 3 instalments. You would need to identify the costs that belong to each asset and then itemise the relevant instalments separately so that each asset can eventually be receipted independently. (See PDF document)

Specific PO category and GL account codes must be selected for asset related POs.Refer to the link ‘Asset Instalments Initiatives’ for additional information.

FAQ Asset Instalments Initiative(Quick Reference Guide)

Pre-payment of Non Asset(Quick Reference Guide)

Attention!

There are information for both asset and non-asset Pre-payment, please read both.

Creating PO

Purchase of Hazardous Goods• Once the purchase request for hazardous materials and dangerous goods (HMDG)

received from the requestor; you are potentially have to raise multiple PO.

• Each PO are raised as usual PO.

Process Overview

Home ><

Return to Create PO

Filling-up Purchase Order(duration 04:47)

PO #1

PO #2

PO #3

Submission for Approval• Only Financial Delegates have the authority to approve expenditure on behalf of the university

within their approval level. If the Financial Delegates is also the buyer/requester; they can only approve up to $500;

beyond that, they must nominate a different Financial Delegates whom have the sufficient approval level.

If the requester has a pre-approval; then you assign internal FST’s Financial Delegates (called it as “system approver” to approve the PO based on the original approval) and attach proof of pre-approval.

• The system will send notification and link to approve the PO to whomever listed in the “approver” field.And the approver, approves by following instructions in the email.

Process Overview

Home ><

About Financial Delegation

Register of Delegations

Approving a Purchase Order(duration 02:21)

The Finance’s Financial Delegates would be:• Up to $3k, your team leader,• $3k to 30k,

the Finance Manager,• $30k to 50k,

the Purchase to Pay Manager,• >$50k, the Dir of Financial

Operation or higher executive

Buyer

DispatcherFST Approver

2. Raise Purchase Order

3. Approve Purchase Order

4. Dispatch Purchase Order

FST

Purchasing Guidelines(for Requestor, Approvers, & Receiptors)

Amending an Existing POProcess Overview

Home ><

1. Amending a PO before approval is simply finding the PO, make the changes and save.

2. To amend the POa) If you change the amount or project codes/Chartfields, system triggers re-

approval.b) If you change the text, it does not trigger re-approval.

However if the PO has been dispatched, it will revert back to “Approved” state and needs to be re-dispatched.

3. You can not make an amendment after a PO has been closed. A PO is closed when the full amount of the PO has been used-up.

Cr DA Co

Creation Approval Dispatch Close

1 322

Amending is opening the PO and make changes to the existing PO.

The actual changes depends on the request, can either be adding lines, changing or toping up amounts, changing project codes, etc.

You should confirm the changes with the requester.

Update CASD Status• At this point you will have to wait for the approver to approve the PO

before proceeding to dispatch the order.

• Update your CASD ticket to “Monitor”, and add comment about the status of the ticket indicating the approver’s name whom you are waiting for approval.

• You will continue to the dispatch process upon receiving a notice from the system that the approver has approve the order.

Process Overview

Home ><

CASD Ticketing System

CASD Cheat SheetSee Categories & Status

CASD Step 2 Updating a Ticket(duration 01:08)

PO Status

Dispatching PO• Once the PO is approved, the order has to be dispatched. Dispatching is a process in the

system to finalised the order; once dispatch; it is sent to the supplier and accounting entries are created.

• There are three ways to dispatch an order:• eProc (eProcurement)• eMail• Print

The eProcurement and email dispatch is an automatically processed by the system following an approval (approximately 1 hour after approval).

The print method, prints a PDF file; and place that file in the Report Manager; the buyer then need to manually download it and send it to the supplier.

Process Overview

Home ><

Dispatching Order(duration 03:56)

Attention!

Print Dispatch Method is preferable because 1) you obtain an official copy of PO for your records and 2) the email address in the system is not always updated.

By manually sending the PO PDF file using an email, you can ensure it get sent to the right person.

Dispatching Order(duration 03:56)

Dispatching PO

Requester already made the purchased• When the requester already made the purchase, usually the supplier already delivered

(or already make arrangement to deliver) the goods/services; therefore you can immediately dispatch as print and send the PDF file to the requester so they can reply and confirm that they have receive the item.

• If so, then without closing the current CASD ticket, you can directly proceed to the receipting of goods/services. (see receipting a purchase booklet).

Process Overview

Home ><

Return to Dispatching PO

Receipting a Purchase booklet

Purchase Request

Purchase Order Raised

Purchase OrderApproved

Purchase Order Dispatched

Goods/Service Receipted

Supplier Payment

FST’s Purchasing

Quote(from Vendor)

Invoice(from Vendor)

Requestor Approver Account PayableRequestor

Buyer ReceiptorDispatcher

Dispatching PO

eProcurement Purchase• The dispatching for eProcurement should not ever happen,

• if your Purchase Order came up as to-be-dispatched as “eProc”, then you have made a mistake, and you should cancel this purchase order and repeat it submitting as an eProcurement Order.

• Although there is an option “eProc” in the dispatching process, but you should never dispatch a purchase order with an “eProc” option.

• The eProcurement system will automatically dispatch the UNSW order to our supplier; you only need to close the ticket and wait for receiptings the goods.

• If you wish to create manual PO from an eProc Supplier, raise the PO as usual, but change the dispatch method from “eProc” to “Print”.

Process Overview

Home ><

Return to Dispatching PO

Update CASD Status• Now you can close the CASD Ticket.

• Update the comment with the PO number for easy tracking.

Process Overview

Home ><

CASD Ticketing System

CASD Cheat SheetSee Categories & Status

CASD Step 3 Closing a Ticket(duration 00:28)

PO Status

Please close this booklet