Buying from other Departments
Ordering: iProcurement
A department wishing to order goods or services must always provide written instructions and authorisation to the supplying department (e.g. by raising a purchase order on UFS).
It is good practice to include a note on the purchase order or request of your department’s AR internal customer number. This minimises invoicing errors. An online listing of all internal customers is available.
Where individuals work in more than one department, there must be clear segregation of duties. The same individual cannot be responsible for both requesting the items from another department and authorising the supply of those items or raising the subsequent sales invoice.
Receipt of invoice: Accounts Payable (AP) module
Actions required in AP
When an electronic copy of an internal trading invoice is received (see list of internal customers for the departmental email address), 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
- All interfaced internal invoices will initially be posted to a default departmental account with transaction code FKAA
You must re-code the internal AP invoice from this default account to the correct departmental account or project, then revalidate and secondary Invoice approve.
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.
Detailed guidance on processing an internal invoice available on the Finance Learning Hub.
Invoices not transmitted via the interface
If you receive a copy of an invoice from the selling department but the corresponding invoice is not displaying the next day within the buying department AP module then report to the AP Helpdesk for further investigation.
Invoices in dispute
Putting invoices on hold
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.