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Vendor Creation Implementation. Finance Led Training Sessions. Vendor Creation Implementation What has changed?. No More VN1 and VN2 Forms Web Form – Vendor Creation & Vendor Change Vendors to complete the Vendor Application Form online Easy to access – on computers, phones, tablets

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Presentation Transcript
slide1
Vendor Creation

Implementation

Finance Led Training Sessions

vendor creation implementation what has changed
Vendor Creation ImplementationWhat has changed?
  • No More VN1 and VN2 Forms
  • Web Form – Vendor Creation & Vendor Change
  • Vendors to complete the Vendor Application Form online
  • Easy to access – on computers, phones, tablets
  • Easy to use – it will only show the questions that the vendor needs to answer
  • Help text available
  • New Business Process
vendor creation process high level
Vendor Creation Process – High Level

UNSW Requestor completes the Vendor Request Form including vendor’s email

Vendor receives email containing link to Vendor Application (VA) Form

UNSW Requestor enters zPass for access to Vendor Request Form

UNSW Requestor commences Vendor Creation Process

UNSW Requestor receives completed Form via email, reviews & returns to vendor if not approved

UNSW Requestor receive email from AP to notify vendor set up in NSF

AP receive VA Forms as a CSV file and enters new vendors into NSF

Vendor fills out Vendor Application Form and submits to UNSW Requestor

UNSW Requestor receives completed Form via email, reviews & submits to AP if approved

vendor creation implementation
Vendor Creation Implementation

Demonstration

New Vendor

Company – Goods Only Vendor

Sole Trader – Labour Only Vendor

https://fin.uat.cws.unsw.edu.au/vendor/index.php

vendor change process high level
Vendor Change Process – High Level

UNSW Requestor clicks the ‘Update Existing Vendor’ radio button

UNSW Requestor enters zPass for access to Vendor Request Form

UNSW Requestor completes the Vendor Application Form

UNSW Requestor commences Vendor Change Process

UNSW Requestor receive email from AP to notify vendor changes in NSF

UNSW Requestor fills in Vendor Change details and submits to AP

AP receives vendor changes in CSV file and enters in NSF

vendor creation implementation1
Vendor Creation Implementation

Demonstration

Update Existing Vendor

https://fin.uat.cws.unsw.edu.au/vendor/index.php

benefits to faculties divisions
Benefits – to Faculties/Divisions
  • Atool for all suppliers to complete their application online or via a mobile phone/tablet
  • A tool for UNSW staff to make a request for a change to an existing vendor
  • Replaces an out-dated (and sometimes difficult to use) excel-based form
  • Eliminates the need for UNSW staff to complete the form on behalf of the supplier – time savings
  • Enhances UNSW’s reputation – we are not ‘standing still’ in regard to technology
benefits external to faculties divisions
Benefits – External to Faculties/Divisions
  • Efficiency improvements in Accounts Payable.
    • No more tickets created for vendors (25% reduction in tickets).
    • No more printing of paper forms due to a csv file created with data and AP will create the vendor record in NSF by copying and pasting from the file.
    • No more paperwork to be filed and stored
  • Tax Manager now has access to the tax assessment responses which assists UNSW meet its tax compliance obligations
  • Allowed us to work with a new technology – web
where you will find the new tool
Where you will find the new tool
  • 1. Finance Web Page
  • https://www.fin.unsw.edu.au
  • 2. Under “Information Centre”
  • 3. Click on “New Vendor Creation Process”
what happens if
What happens if……

Something goes wrong

Contact Finance Help Desk

Phone: 53330

Email: financehelp@unsw.edu.au

additional support material
Additional Support Material

Online Training– on the Finance web page

Training Manual– Step by Step process with screenshots on the Finance web page

Questions with Help Text– All questions vendors will be asked with help text they have access to on the Finance web page

Training Presentation– on the Finance web page

dates going forward
Dates – Going Forward
  • Large Training Sessions – 4 x 1 hour sessions (1 per week) from Monday 18th August
  • Staggered Implementation – Go Live Dates
    • Law and Science – Monday 25th August
    • ASBand Advancement – Monday 1st September
    • Built Environment, FASS and VPUS – Monday 8th September
    • Medicine – Monday 15th September
    • DVCA, DVCR, IT, Finance Operations – Monday 22nd September
    • All other UNSW – Monday 29th September
  • Grace Period for VN1 and VN2 forms finishes Friday 17th October