Table of Contents

1. Overview.........................................................................................................................................2

1.1 Document Purpose...............................................................................................................2

2. How to Correct Invalid Asset Account.............................................................................................2

3. Use of Manufacturer id...................................................................................................................4

4. Document Control..........................................................................................................................6

4.1 Document Location...............................................................................................................6

4.2 Change History......................................................................................................................6

4.3 Glossary................................................................................................................................6

4.4 Reviewers.............................................................................................................................6

4.5 Copies To..............................................................................................................................6

User Guide POCorrect Invalid Asset Account (PO Error Alert) v1.0Finance Systems

User Guide Purchasing ~ Correct Invalid Asset Account

1. Overview

1.1 Document Purpose

The purpose of this document is to explain how to correct the invalid Asset account or invalid Asset Profile in a Purchase Order. Invalid asset account can only be corrected in the same accounting period. Buyer will keep receiving this email until it has been fixed.

2. How to Correct Invalid Asset Account

Buyer will receive an email listing all PO distribution lines that have invalid Asset account/Profile combinations.

Click on Transaction Detail. It will direct to Maintain Distribution page of the Purchase Order for the specific line. Please note that if you are not already logged in NS Financials, then you will be directed to the login page. Login with your user id and password.

a) If the Account Code is wrong, delete the current Account Code and enter correct one.

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User Guide Purchasing ~ Correct Invalid Asset Account

b) If the Profile ID is wrong, click on Asset Information tab and correct the Profile ID.

c) If the line is not an asset, delete the AM unit and Profile ID. Those should be blank

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User Guide Purchasing ~ Correct Invalid Asset Account

3. Use of Manufacturer id

The purpose of Manufacturer ID is to associate PO lines to an Asset. It facilitates the correct creation of Asset in NS Financials. It identifies Asset components, built-ins, upgrades etc. in multiples POs or multiple line POs for one or more Assets.Manufacturer Id can be coded on the Purchase Order or on the Receipt. If you need detailed definitions on Manufacturer ID please refer to the Asset help sheet.

http://www.fin.unsw.edu.au/files/forms/asts/Asset_Help_Sheet.pdf

The instruction for coding of Tag Number and Serial number remains the same. You can find these instructions in Finance Knowledgebase:

http://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_POAssets.html#ReceiptingProcess

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User Guide Purchasing ~ Correct Invalid Asset Account

4. Document Control

4.1 Document Location

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User Guide Purchasing ~ Correct Invalid Asset Account

4.2 Change History

Version Date Description Author

1.0 02/10/2013 Author Shaleen Batra

4.3 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

4.4 Reviewers

Name Title Review Date

Lean Lee Business Analyst 03/10/2013

4.5 Copies To

Name Title Date Emailed

Buying Network Buying Office

Finance Website Posted to Knowledge Base 18/11/2013

End of Document

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