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Transcript of BULK PO Finance Systems Training Shaleen Batra Finance Business Solutions – User Support &...
BULK PO
Finance Systems Training
Shaleen BatraFinance 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
• Receipting via Portal Menu
• Receipting via Receipts Menu
• Understanding Cabcharge
• Updating a BULK PO
• Checking available Balance on BULK PO
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
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
By Quantity
By Amount
BULK PO
Number of items
Dollar Value
BULK PO
By Amount Cabcharge
By Quantity Lease or Rent
Konica Minolta
Temporary staff hire
Things to keep in mind
Use BULK Categories
• BULK or BULK_FREE
Origin of PO• Change Origin
from ONL to BLK
Things to keep in mind
Amount BULK PO
• Origin• Category• Tick
Amount Only Box
Quantity BULK PO
• Origin• Category
Change Origin
Category
Amount with GST = BULK
Amount without GST = BULK_FREE
Scenario of Quantity BULK POHire a temp staff- $28 an hour for 3 months (7 hrs a day)
No of hours = 35 X 12 = 420Hourly Rate = $28
Three months charge = 420 X 28 = $11,760 (Plus GST)
UOM can be HUR/ EA/ Week/ Day
Scenario of Amount Only BULK PO Monthly Copy Charges= $500 (approx)
One year charge = $500 X 12 = $6,000GST is 10% = $600
Amount Only BULK POImportant: Tick the Amount Only Box
Customise Screen
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
Common MistakesLease for 12
months
Common Mistakes
Goes to match exception which delays payment to the supplier
Contract Services – raised as a Qty. It is amount only
Not a BULK PO
PO not raised as BULK
Radiology services
CabchargeWaterConsulting
servicesCourier
Cleaning services – can be Qty or Amt
Monthly progress invoice for some electrical company
Lease BULK PO
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
Receipting via Portal Menu
Easy, time saving & convenient
Receipting via Portal Menu – Amt only
GST exclusive amount should be receipted
Receipting via Receipts Menu
Search for the PO
Receipting via Receipts Menu
//
Receipting via Portal Menu – Quantity
Receipting can be done depending on the number of hours charged by the temp staff
Understanding Cabcharge Invoice
Taxi Fare
w/o GSTService Tax 10% GST of
Taxi FareTotal Invoice
Amount
$910.20 - $82.75
= $827.45
$ 91.02 (No GST)
$82.75 $1001.22
Cabcharge BULK POMonthly taxi fare = $700 (approx)
One year charge = $700 X 12 = $8,400Service charge is mostly 10% of Taxi fare = $840
GST is 10% of Taxi fare = $840
Cabcharge BULK PO
Total of all lines (exclusive of GST)
GST
Total PO amount
Encumbrance (does not include GST)
Receipt a cabcharge invoice
Please make sure to receipt GST excl and GST incl amounts separately
Receipt Invoice 1
Taxi Fare : $910.20 - $82.75 = $827.45Service Fee: $91.02
Receipt Invoice 2
Taxi Fare : $460.70 - $41.88 = $418.82Service Fee: $46.07 + $ 25.08 = $71.15(Include Liquidated damages)
Over receiptingPlease 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
What happens?
When there is money left in the BULK PO at the end of the year?
Contact Buying Network at [email protected] . 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
Update a BULK POYou 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.
Update a BULK PO
Update a BULK POEnter Chartfields for new line
Save and Budget Check
Send for Approval
Once approved dispatch by print
Receipt as per invoice
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Check the available balance on BULK POGo to PO Activity Summary and search for the PO
Check the available balance on BULK PO
Receipt information
Check the available balance on BULK PO
Invoice information
//
Knowledgebase
Support & Guidance
• Buying NetworkExt. 53330, Email - [email protected] My Buying Network -http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_FindBuyingNetwork.html
• Accounts PayableAP Help - Ext. 53356, Email - [email protected] of Invoices, Email- [email protected]
• Finance Website – Purchasinghttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing.html
• Purchasing Guidelines & Procedureshttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Purchasing_Guidelines.htmlhttp://www.fin.unsw.edu.au/files/PP/Purchase_Order_Procedure.pdf
User Support & Training
• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training EnquiriesExt. 53550 / 57665, Email [email protected]
Questions