purchasing accounts payable & credit cards. rmit university©2009 financial services / fin....

PURCHASINGACCOUNTS PAYABLE

&CREDIT CARDS

RMIT University©2009 Financial Services / Fin. Operations / Purchasing & AP 2

Purchasing

• Vendors

• Purchase requisitions

• Purchase Orders

• Goods Receipt

• GRIR Clearing Account


PURCHASING

• Vendors

Procedure

http://mams.rmit.edu.au/deugj5hcm5cn.doc

Existing vendors

http://mams.rmit.edu.au/t54woby1141i.xls

New Vendor Request Form

http://mams.rmit.edu.au/pt3zl5w4dfvp.doc

RMIT employees are paid through payroll

http://mams.rmit.edu.au/deugj5hcm5cn.doc

http://mams.rmit.edu.au/t54woby1141i.xls


Purchasing

• Purchase Requisition

Procedure

http://www.rmit.edu.au/browse;ID=218bop240mob

Correct authorisation

http://mams.rmit.edu.au/fv14wgbeljwh.xls

Quotation and tender policy

http://www.rmit.edu.au/browse;ID=k6t1i4slm08yz

Legible and complete



Purchase Requisition

Vendor number: (if known)

OR

Vendor name:

ABN: Contact name: (Vendor details)

Preferred supplier (Strategic sourcing & procurement website)

Y / N Address:

Phone:

Fax:

Project / Purpose:

Send to Vendor (No for blanket orders)

Local use (if required) (Tracking number)

(research students – please detail your name and project) Y / N

Part A Description: (for capital items – use naming standard) For chemicals includes the amount, grade, CAS Register number and =>

Dangerous goods class

Item code: (Chemical catalogue no.)

Qty Unit cost (ex GST)

Extended cost (ex GST)

GST (Y/N)

Date required: Material code / cost element:

Internal order / WBS element:

Delivery / Freight

Payment method: => (circle one)

Accounts payable OR

Credit card (part A only)

Total Budget checked

Y / N

Purchase funded by grant (Please detail)

Sector (circle one)

HE / VET

Part B Part C (capital purchases only) Deliver address (Campus / Building / Rm)

Contact name

(Displayed on Purchase order)

Place on asset register for items <$2,000

Y/N SAP Asset Class

OR SAP storage location

Staff e-number

Asset location

Responsibility centre

Extension

Asset custodian (staff e-number)

Part D Part E (chemical purchases only) Portfolio School / Group: Allocation

code

Laboratory location

Requestor Name (please print) Staff e-number Signed Date Material safety data sheet (MSDS) sighted

Y / N

Risk assessment competed Y / N

Endorsed: Name (please print) (student supervisor) Staff e-number Signed Date Part F

Quotation / Tender compliant, summary attached

Y / N

Special rules: Equipment funded by ANTA

must be endorsed by Director TAFE or delegate.

IT Hardware and Software purchases must be requested through the relevant Portfolio IT Procurement Coordinator.

Approval is based upon the RMIT Council approved financial delegation matrix.

Form must be endorsed, where the requestor does not directly report to the approver (eg request requires PVC approval and will be endorsed by Head of School).

Approval: Name (please print) Staff e-number Signed Date Part G

February 2007 – Financial Services Original to Purchasing or retained by credit card holder

Copy with Dangerous goods protocol to receiving store Copy retained by requestor (if required) Consultant / contractor

form attached Y / N


Purchasing

• Purchase Orders

Raised by Purchasing section on receipt of requisition that conforms to policy & procedures

System generated email sent to requester when PO created

Will be faxed to vendor if requested on requisition

Can be viewed in SAP with transaction ME23N


Purchasing

• Goods Receipt

By authorised users

Entered into SAP on receipt of goods or services

GR document number to be clearly identified on invoice

Invoice forwarded to Accounts Payable

By Purchasing Section

Invoice forwarded to Purchasing Section clearly marked as received with name and signature.

Entered into SAP by Purchasing Section and passed to Accounts Payable


Purchasing

• GRIR clearing account

If the purchase order line item has a single account assignment (i.e. 1 internal order or 1 asset), the expense is recognised at goods receipt.

The SAP postings in this case is a credit to the GRIR account and a debit to the expense. This is then cleared by entry of the invoice where the SAP posting is a debit to the GRIR account and a credit to the vendor.

If the purchase order line item has multiple account assignments (i.e. more than 1 internal order or asset) the expense is not recognised until the invoice is processed.

With advance payments against a purchase order the entry of the invoice will debit the GRIR account. The expense will be recognised on goods receipt and the GRIR account cleared.


Accounts Payable

• Purchase Order Invoices

• Non Purchase Order Invoices

• Payment

• Campus Travel


Accounts Payable

• Purchase Order Invoices

Procedure


Only original invoices will be processed

Invoice value must be within the lesser of 10% or $100 of the purchase order value. If not, will be returned for purchase order amendment to be processed.

NB: There is no tolerance on quantity.

Scanned copies of processed invoices can be found on the I: drive

I: > fin_ops > AP Invoices

Invoices are sorted by SAP document #


Accounts Payable

• Non Purchase Order Invoices

Procedure

http://www.rmit.edu.au/browse;ID=duv3nm5yfn7g

Only original invoices will be processed

Still subject to Quotation and Tender policy


Accounts Payable

• Payment

Approved invoices are paid 30 days from date of invoice.

Cheque payments are made on Wednesday.

EFT payments are made on Thursdays.

Only invoices entered into SAP up to the preceding Friday are included in these payment runs.

To ensure invoices are included in weekly payment runs they need to be in Accounts Payable by 5.00pm the preceding Thursday.


Accounts Payable

• Campus Travel

All invoices post 11/11/2008 are processed centrally from file delivered by Campus Travel.

Email advice is sent to all Finance staff when the upload is completed

Copies of the invoices included in the upload are placed on the I: drive and can be accessed via following path:

I: > Entire Group > Campus Travel Invoices > Year > Month

The year and month are when the invoices are loaded into SAP.

They are in invoice # order.


Credit Cards

Policy & Procedure

http://www.rmit.edu.au/browse;ID=uu1mfzi7ln95z

Only current application forms will be processed.

All expenses must be acquitted in iCMS within 45 days (e.g. March expenses must be acquitted by 14/05/2009).

$2,000 transaction limit ($5,000 for P Card holders) except for travel fares and accommodation.

purchasing accounts payable & credit cards. rmit university©2009 financial services / fin....

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