1. BULK PO Finance Systems Training Shaleen Batra Finance Business Solutions – User Support & Training

2. 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

3. 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

4. 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

5. By Quantity By Amount BULK PO Number of items Dollar Value

6. BULK PO By Amount Cabcharge By Quantity Lease or Rent Konica Minolta Temporary staff hire

7. Things to keep in mind Use BULK Categories BULK or BULK_FREE Origin of PO Change Origin from ONL to BLK

8. Things to keep in mind Amount BULK PO Origin Category Tick Amount Only Box Quantity BULK PO Origin Category

9. Change Origin

10. Category Amount with GST = BULK Amount without GST = BULK_FREE

11. Scenario of Quantity BULK PO Hire a temp staff- $28 an hour for 3 months (7 hrs a day) No of hours = 35 X 12 = 420 Hourly Rate = $28 Three months charge = 420 X 28 = $11,760 (Plus GST) Hire a temp staff- $28 an hour for 3 months (7 hrs a day) No of hours = 35 X 12 = 420 Hourly Rate = $28 Three months charge = 420 X 28 = $11,760 (Plus GST) UOM can be HUR/ EA/ Week/ Day

12. Scenario of Amount Only BULK PO Monthly Copy Charges= $500 (approx) One year charge = $500 X 12 = $6,000 GST is 10% = $600 Monthly Copy Charges= $500 (approx) One year charge = $500 X 12 = $6,000 GST is 10% = $600

13. Amount Only BULK PO Important: Tick the Amount Only Box

14. Customise Screen

15. UPK – Online training Tool http://training.nss.unsw.edu.au/ODS/toc0.html Topic – Under Purchasing – PO.03.01 – Customise your PO screen

16. Common Mistakes Lease for 12 months

17. Common Mistakes Goes to match exception which delays payment to the supplier

18. Not a BULK PO

19. PO not raised as BULK

20. 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

21. Receipting via Portal Menu Easy, time saving & convenient

22. Receipting via Portal Menu – Amt only GST exclusive amount should be receipted

23. Receipting via Receipts Menu Search for the PO

24. Receipting via Receipts Menu //

25. Receipting via Portal Menu – Quantity Receipting can be done depending on the number of hours charged by the temp staff

26. Understanding Cabcharge Invoice Taxi Fare w/o GST Service Tax 10% GST of Taxi Fare Total Invoice Amount   $910.20 - $82.75 = $827.45 $ 91.02 (No GST) $82.75 $1001.22

27. Cabcharge BULK PO Monthly taxi fare = $700 (approx) One year charge = $700 X 12 = $8,400 Service charge is mostly 10% of Taxi fare = $840 GST is 10% of Taxi fare = $840 Monthly taxi fare = $700 (approx) One year charge = $700 X 12 = $8,400 Service charge is mostly 10% of Taxi fare = $840 GST is 10% of Taxi fare = $840

28. Cabcharge BULK PO Total of all lines (exclusive of GST) GST Total PO amount Encumbrance (does not include GST)

29. Receipt a cabcharge invoice  Please make sure to receipt GST excl and GST incl amounts separately

30. Receipt Invoice 1 Taxi Fare : $910.20 - $82.75 = $827.45 Service Fee: $91.02

31. Receipt Invoice 2 Taxi Fare : $460.70 - $41.88 = $418.82 Service Fee: $46.07 + $ 25.08 = $71.15 (Include Liquidated damages)

32. Over receipting Please 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

33. 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 budgetbuyingnetwork@unsw.edu.au 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

34. Update a BULK PO You 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.

35. Update a BULK PO

36. Enter Chartfields for new lineSave and Budget CheckSend for ApprovalOnce approved dispatch by printReceipt as per invoice //

37. Check the available balance on BULK PO Go to PO Activity Summary and search for the PO

38. Check the available balance on BULK PO Receipt information

39. Check the available balance on BULK PO Invoice information //

40. Knowledgebase

41. Support & Guidance Buying Network Ext. 53330, Email - Buyingnetwork@unsw.edu.auBuyingnetwork@unsw.edu.au Find My Buying Network - http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw ork.html http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetw ork.html Accounts Payable AP Help - Ext. 53356, Email - aphelp@unsw.edu.auaphelp@unsw.edu.au Payment of Invoices, Email- invoiceap@unsw.edu.auinvoiceap@unsw.edu.au Finance Website – Purchasing http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html Purchasing Guidelines & Procedures http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.html http://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf

42. User Support & Training Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html Training Enquiries Ext. 53550 / 57665, Email fti@unsw.edu.aufti@unsw.edu.au

43. Questions