bulk po finance systems training shaleen batra finance business solutions – user support &...

BULK PO

Finance Systems Training

Shaleen BatraFinance Business Solutions – User Support & Training

Agenda• What is a BULK PO?

• BULK PO and the Budget

• Important things to keep in mind

• Scenario of Quantity BULK PO

• Scenario of Amount Only BULK PO

• Receipting of a BULK PO

• Receipting via Portal Menu

• Receipting via Receipts Menu

• Understanding Cabcharge

• Updating a BULK PO

• Checking available Balance on BULK PO

BULK PO

When goods or services are repeatedly ordered through out the year

Saves time in raising a PO every time goods/services are ordered

Should be created at the start of the year

Single PO with multiple receipts

Can be raised either for amount or quantity

BULK PO & Budget

Money goes to encumbrance

Money is not rolled over to next year

BULK PO is closed by the end of each Budget year

By Quantity

By Amount

BULK PO

Number of items

Dollar Value

BULK PO

By Amount Cabcharge

By Quantity Lease or Rent

Konica Minolta

Temporary staff hire

Things to keep in mind

Use BULK Categories

• BULK or BULK_FREE

Origin of PO• Change Origin

from ONL to BLK

Things to keep in mind

Amount BULK PO

• Origin• Category• Tick

Amount Only Box

Quantity BULK PO

• Origin• Category

Change Origin

Category

Amount with GST = BULK

Amount without GST = BULK_FREE

Scenario of Quantity BULK POHire a temp staff- $28 an hour for 3 months (7 hrs a day)

No of hours = 35 X 12 = 420Hourly Rate = $28

Three months charge = 420 X 28 = $11,760 (Plus GST)

UOM can be HUR/ EA/ Week/ Day

Scenario of Amount Only BULK PO Monthly Copy Charges= $500 (approx)

One year charge = $500 X 12 = $6,000GST is 10% = $600

Amount Only BULK POImportant: Tick the Amount Only Box

Customise Screen

Customise Screen

UPK – Online training Tool

http://training.nss.unsw.edu.au/ODS/toc0.html

Topic – Under Purchasing – PO.03.01 – Customise your PO screen

Common MistakesLease for 12

months

Common Mistakes

Goes to match exception which delays payment to the supplier

Contract Services – raised as a Qty. It is amount only

Not a BULK PO

PO not raised as BULK

Radiology services

CabchargeWaterConsulting

servicesCourier

Cleaning services – can be Qty or Amt

Monthly progress invoice for some electrical company

Lease BULK PO

Receipting a BULK PO

• Receipting a BULK PO is similar to the normal receipting

• Two ways of Receipting the PO

• Please write the correct receipt number along with Business Unit & PO number while sending invoice to AP

Portal Menu

Receipts Menu

Receipting via Portal Menu

Easy, time saving & convenient

Receipting via Portal Menu – Amt only

GST exclusive amount should be receipted

Receipting via Receipts Menu

Search for the PO

Receipting via Receipts Menu

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Receipting via Portal Menu – Quantity

Receipting can be done depending on the number of hours charged by the temp staff

Understanding Cabcharge Invoice

Taxi Fare

w/o GSTService Tax 10% GST of

Taxi FareTotal Invoice

Amount

$910.20 - $82.75

= $827.45

$ 91.02 (No GST)

$82.75 $1001.22

Cabcharge BULK POMonthly taxi fare = $700 (approx)

One year charge = $700 X 12 = $8,400Service charge is mostly 10% of Taxi fare = $840

GST is 10% of Taxi fare = $840

Cabcharge BULK PO

Total of all lines (exclusive of GST)

GST

Total PO amount

Encumbrance (does not include GST)

Receipt a cabcharge invoice

Please make sure to receipt GST excl and GST incl amounts separately

Receipt Invoice 1

Taxi Fare : $910.20 - $82.75 = $827.45Service Fee: $91.02

Receipt Invoice 2

Taxi Fare : $460.70 - $41.88 = $418.82Service Fee: $46.07 + $ 25.08 = $71.15(Include Liquidated damages)

Over receiptingPlease do not over receipt a BULK PO. Either add another line

to the existing BULK PO or create a new PO

If you create a new PO please let the vendor know so that they can quote the new PO on the invoices

What happens?

When there is money left in the BULK PO at the end of the year?

Contact Buying Network at buyingnetwork@unsw.edu.au . They will close the PO and the money will go back to your budget

When there is no money left in BULK PO but there are invoices to be paid?

Update the BULK PO by adding another line. Save, budget check and get it approved again by the nominated approver

Update a BULK POYou received an invoice for $200 (plus GST) and there will be couple of more invoices in future. But the amount left for receipting is only $82. Update the

existing BULK PO.

Update a BULK PO

Update a BULK POEnter Chartfields for new line

Save and Budget Check

Send for Approval

Once approved dispatch by print

Receipt as per invoice

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Check the available balance on BULK POGo to PO Activity Summary and search for the PO

Check the available balance on BULK PO

Receipt information

Check the available balance on BULK PO

Invoice information

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Knowledgebase

Support & Guidance

• Buying NetworkExt. 53330, Email - Buyingnetwork@unsw.edu.auFind My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html

• Accounts PayableAP Help - Ext. 53356, Email - aphelp@unsw.edu.auPayment of Invoices, Email- invoiceap@unsw.edu.au

• Finance Website – Purchasinghttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html

• Purchasing Guidelines & Procedureshttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.htmlhttp://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf

User Support & Training

• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html

• Training EnquiriesExt. 53550 / 57665, Email fti@unsw.edu.au

Questions