Transcript PURCHASING & ACCOUNTS PAYABLE

PURCHASING
ACCOUNTS PAYABLE
&
CREDIT CARDS
Purchasing
• Vendors
• Purchase requisitions
• Purchase Orders
• Goods Receipt
• GRIR Clearing Account
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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
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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
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Purchase Requisition
Vendor number:
(if known)
Preferred supplier
O
R
Y/N
(Strategic sourcing &
procurement website)
Vendor
name:
Address:
ABN:
Contact name:
(Vendor details)
Phone:
Fax:
Project / Purpose:
Send to Vendor
(No for blanket orders)
(research students – please detail your name and project)
Local use (if required)
(Tracking number)
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
Purchase funded by grant
(Please detail)
Sector
(circle one)
Part B
Deliver address
(Campus / Building / Rm)
OR
SAP storage location
Contact name
(Displayed on Purchase
order)
Part C (capital purchases only)
Place on asset register
Y/N
for items <$2,000
Staff e-number
Asset location
Extension
Asset custodian
(staff e-number)

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).
February 2007 – Financial Services
HE / VET
SAP Asset Class
Responsibility centre
Part D
Special rules:

Equipment funded by ANTA
must be endorsed by Director
TAFE or delegate.
Y/N
Part E (chemical purchases only)
Portfolio
Requestor
Endorsed:
Allocation
code
Laboratory
location
School / Group:
Name (please print)
Staff e-number
Name (please print) (student supervisor)
Staff e-number
Signed
Signed
Date
Date
Material safety data sheet
(MSDS) sighted
Y/ N
Risk assessment competed
Y/ N
Part F
Quotation / Tender
compliant, summary
attached
Approval:
Name (please print)
Staff e-number
Original to Purchasing or retained by credit card holder
Copy with Dangerous goods protocol to receiving store
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Signed
Date
Copy retained by requestor (if required)
Financial Services / Fin. Operations / Purchasing & AP
Y/ N
Part G
Consultant / contractor
form attached
Y/ N
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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
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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
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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.
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Accounts Payable
• Purchase Order Invoices
• Non Purchase Order Invoices
• Payment
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Accounts Payable
• Purchase Order Invoices
Procedure
http://www.rmit.edu.au/browse;ID=218bop240mob
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 #
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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
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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.
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Credit Cards
Policy & Procedure
http://www.rmit.edu.au/browse;ID=uu1mfzi7ln95z
Only current application forms will be processed.
All expenses should be acquitted in accordance with the policy above.
$2,000 transaction limit ($5,000 for P Card holders) except for travel fares
and accommodation.
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