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

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BULK PO


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slide1

BULK PO

Finance SystemsTraining

Shaleen Batra

Finance Business Solutions – User Support & Training

slide2

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
slide3

BULK PO

When goods or services are repeatedly ordered through out the year

Should be created at the start of the year

Saves time in raising a PO every time goods/services are ordered

Single PO with multiple receipts

Can be raised either for amount or quantity

slide5

BULK PO

Number of items

Dollar Value

slide6

BULK PO

Cabcharge

By Amount

Konica Minolta

Lease or Rent

By Quantity

Temporary staff hire

slide10

Category

Amount with GST = BULK

Amount without GST = BULK_FREE

slide11

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)

UOM can be HUR/ EA/ Week/ Day

slide12

Scenario of Amount Only BULK PO

Monthly Copy Charges= $500 (approx)

One year charge = $500 X 12 = $6,000

GST is 10% = $600

slide13

Amount Only BULK PO

Important: Tick the Amount Only Box

slide15

Customise Screen

UPK – Online training Tool

http://training.nss.unsw.edu.au/ODS/toc0.html

Topic – Under Purchasing – PO.03.01 – Customise your PO screen

slide16

Common Mistakes

Lease for 12 months

slide17

Common Mistakes

Contract Services – raised as a Qty. It is amount only

Goes to match exception which delays payment to the supplier

slide19

PO not raised as BULK

Monthly progress invoice for some electrical company

Cleaning services – can be Qty or Amt

Lease BULK PO

Radiology services

Cabcharge

Water

Consulting services

Courier

slide20

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

slide21

Receipting via Portal Menu

Easy, time saving & convenient

slide22

Receipting via Portal Menu – Amt only

GST exclusive amount should be receipted

slide25

Receipting via Portal Menu – Quantity

Receipting can be done depending on the number of hours charged by the temp staff

slide26

Understanding Cabcharge Invoice

$1001.22

$82.75

$910.20 - $82.75 =

$827.45

$ 91.02

(No GST)

slide27

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

slide28

Cabcharge BULK PO

Total of all lines (exclusive of GST)

GST

Total PO amount

Encumbrance (does not include GST)

slide29

Receipt a cabcharge invoice

  • Please make sure to receipt GST excl and GST incl amounts separately
slide30

Receipt Invoice 1

Taxi Fare : $910.20 - $82.75 = $827.45

Service Fee: $91.02

slide31

Receipt Invoice 2

Taxi Fare : $460.70 - $41.88 = $418.82

Service Fee: $46.07 + $ 25.08 = $71.15

(Include Liquidated damages)

slide32

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

slide33

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 budget

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

slide34

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.

slide37

Check the available balance on BULK PO

Go to PO Activity Summary and search for the PO

slide41

Support & Guidance

  • Buying Network
      • Ext. 53330, Email - Buyingnetwork@unsw.edu.au
      • Find My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html
  • Accounts Payable
      • AP Help - Ext. 53356, Email - aphelp@unsw.edu.au
      • Payment of Invoices, Email- invoiceap@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
slide42

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.au