1. PURCHASING ACCOUNTS PAYABLE & CREDIT CARDS

2. Financial Services / Fin. Operations / Purchasing & AP
Vendors
Purchase requisitions
Purchase Orders
Goods Receipt
GRIR Clearing Account
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

3. Financial Services / Fin. Operations / Purchasing & AP
Vendors
Procedure
Existing vendors
New Vendor Request Form
RMIT employees are paid through payroll
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

4. Financial Services / Fin. Operations / Purchasing & AP
Purchase Requisition
Procedure
Correct authorisation
Quotation and tender policy
Legible and complete
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

5. Financial Services / Fin. Operations / Purchasing & AP
Purchase Requisition
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

6. Financial Services / Fin. Operations / Purchasing & AP
Purchase Orders
Raised by Purchasing section on receipt of requisition that conforms to policy & procedures
System generated sent to requester when PO created
Will be faxed to vendor if requested on requisition
Can be viewed in SAP with transaction ME23N
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

7. Financial Services / Fin. Operations / Purchasing & AP
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
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

8. Financial Services / Fin. Operations / Purchasing & AP
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.
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

9. Financial Services / Fin. Operations / Purchasing & AP
Accounts Payable
Purchase Order Invoices
Non Purchase Order Invoices
Payment
Campus Travel
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

10. Financial Services / Fin. Operations / Purchasing & AP
Accounts Payable
Purchase Order Invoices
Procedure
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 #
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

11. Financial Services / Fin. Operations / Purchasing & AP
Accounts Payable
Non Purchase Order Invoices
Procedure
Only original invoices will be processed
Still subject to Quotation and Tender policy
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

12. Financial Services / Fin. Operations / Purchasing & AP
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.
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP

13. Financial Services / Fin. Operations / Purchasing & AP
Credit Cards
Policy & Procedure
Only current application forms will be processed.
All expenses must be acquitted in iCMS within 45 days (e.g. March expenses must be acquitted by 14/05/2009).
$2,000 transaction limit ($5,000 for P Card holders) except for travel fares and accommodation.
RMIT University©2009
Financial Services / Fin. Operations / Purchasing & AP