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Ordering: iProcurement

A department wishing to order goods or services should raise a purchase order on UFS to the supplying department. It is good practise to include a note on the purchase order of your department's AR internal customer number. This minimises invoicing errors later. See the online listing of all internal customers.

Receipt of invoice: Accounts Payable (AP) module

When an electronic copy of an internal trading invoice is received (the departmental email address that invoices will be sent can be found on the web page), the buying department must locate the internal transaction in the AP module. They must not re-key the invoice into UFS.

An electronic copy of the invoice will interface into the AP module overnight from the AR module of the other department and be viewable by the buying department the following day. Internal trading invoice batches have the naming convention of the department code followed by 'IT' and the date i.e. AGIT220606.

Supporting documents

If there are any supporting documents related to the invoice these currently cannot be transmitted with the electronic invoices, therefore the selling department has been instructed to send them to the same email address as used for the invoice.

For full details of how to process an internal invoice please see the Payables Training manuals available on line.

Accounts Payable invoices in dispute

If an AP invoice is in dispute, the invoice should be processed on UFS and put on hold. The two types of 'holds' that should be used are:

  • 'Internal Dispute'
  • 'Credit Note'

The latter is used to show the buying department is awaiting an internal credit memo. This will inform the Accounts Payable team not to automatically clear the payment.

Departments should resolve disputes within a further fourteen days.

Unresolved disputes

If disputes cannot be resolved within thirty days of date of invoice, the receiving department should contact 'Assistant Director (Financial Operations)' within the Finance Division with detailed reasons for the dispute. If appropriate the matter may then be referred to the Pro-Vice Chancellor (Planning and Resources) for a decision.

CORONAVIRUS/COVID-19
FOR STAFF

Please see our CORONAVIRUS/COVID-19 Assistance pages for help with areas of Finance during the current situation.

UFS issued communications and the University website also contain information on this topic

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