Vendor Creation Implementation Finance Led Training Sessions

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 Implementation What has changed?

Vendor Creation Process – High Level UNSW Requestor enters zPass for access to Vendor Request Form UNSW Requestor commences Vendor Creation Process Vendor receives containing link to Vendor Application (VA) Form Vendor fills out Vendor Application Form and submits to UNSW Requestor UNSW Requestor receives completed Form via , reviews & submits to AP if approved AP receive VA Forms as a CSV file and enters new vendors into NSF UNSW Requestor receive from AP to notify vendor set up in NSF UNSW Requestor completes the Vendor Request Form including vendor’s UNSW Requestor receives completed Form via , reviews & returns to vendor if not approved

Vendor Creation Implementation Demonstration New Vendor 1.Company – Goods Only Vendor 2.Sole Trader – Labour Only Vendor

Vendor Change Process – High Level UNSW Requestor enters zPass for access to Vendor Request Form UNSW Requestor commences Vendor Change Process UNSW Requestor completes the Vendor Application Form UNSW Requestor fills in Vendor Change details and submits to AP AP receives vendor changes in CSV file and enters in NSF UNSW Requestor receive from AP to notify vendor changes in NSF UNSW Requestor clicks the ‘Update Existing Vendor’ radio button

Vendor Creation Implementation Demonstration Update Existing Vendor

Benefits – to Faculties/Divisions A tool 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 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

1. Finance Web Page 2. Under “Information Centre” 3. Click on “New Vendor Creation Process” Where you will find the new tool

What happens if…… Something goes wrong Contact Finance Help Desk Phone:

Additional Support Material Training Manual – Step by Step process with screenshots on the Finance web page Online Training – 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

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