Financial Services

Bulk invoice guidelines

Further information

  • Preferred suppliers
  • Purchase Orders Policy

To streamline processing and reduce workloads, selected preferred suppliers have been asked to supply bulk invoices to UWA.

By using bulk invoices the University reduces the time taken to load the invoices and also remove any chances of keying errors. The bulk invoices are now processed using the EDI and EFT functionality available within PeopleSoft.

When purchasing goods or services a valid purchase order (PO) is to be supplied to the vendor when the order is placed.

  1. Manual purchase orders
  2. System orders
  3. Supplier bulk invoice process
  4. UWA systems processing
  5. Authorisation process
  6. Monitoring compliance with bulk invoice process

Manual purchase orders

Manual purchase orders should be completed in accordance with the policy set out in the Purchase orders policy.

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System orders

All Business Units should be generating a PO number from PeopleSoft when ordering goods or services. These purchase orders can be either full POs or 'reserve' POs to get a valid PO number for the order. If using reserve POs, it is the responsibility of the Business Unit to cancel the purchase order as otherwise these remain in the system and can affect reporting.

It is important when ordering goods and services that the correct chartfields, BU, PG, account number, are used as these will be used when processing the bulk invoices.

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Supplier bulk invoice process

Where appropriate preferred vendors may, over time, be required to supply bulk invoices in a standard format on a regular basis; this will depend on the agreed payment terms with the vendor. The format will be the same for all vendors, thus ensuring consistency of the data received and allowing a standard process to be created to process bulk invoices.

All bulk invoices will be sent to Data Management for review and authorisation prior to loading into PeopleSoft. Authorisation of the tax invoice for the bulk file load is to be received from the Director Financial Services (or delegate).

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UWA systems processing

Once authorised, the bulk invoice file received from each vendor will be loaded into PeopleSoft Accounts Payable via EDI and each file will have a unique reference within PeopleSoft. Initially there will not be any automatic matching process to match Purchase Orders to Invoices within PeopleSoft, although this will be considered at a subsequent stage following the Purchase Order / Accounts Payable review project.

If an invoice loaded into PeopleSoft is in error due to an invalid or completed Project / Grant being supplied to the vendor, then this Project/Grant will be replaced with PG 10994000 - Central Charges. It is the responsibility of the School / equiv to clear PG 10994000 for their Business Units on a monthly basis.

Security access to the bulk files load process will be limited to Financial Services Systems Support staff. All files processed will go through a validation and authorisation process that will include Data Management, Systems Support and Director Financial Services / delegate. There will be a full audit trail produced to reconcile totals posted to those authorised / received from vendors.

The bulk invoices loaded to PeopleSoft will be processed for payment in the next scheduled pay run based on the vendor's pay terms.

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Authorisation process

Each School Manager/equiv is responsible for running the Bulk Invoice Approval / Audit report for review and approval of all bulk invoices loaded to the system. They should print, review, sign and file the report for Audit. They should then access the Bulk Invoice Approval System, changing the status from Open to Approved to signify that they have reviewed and signed the report. They have the option to change the status to In Dispute but must remember to change it to Approved once any issues have been resolved.

The Business Unit will be responsible for ensuring that any charges for which they were unable to verify are raised with the supplier and that subsequent correction by way of a credit note or other rectification is made.

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Monitoring compliance with bulk invoice process

The University, whilst having established a preferred approval mechanism via the online bulk invoice process, does accept that certain Business Units, given unique operational activities, may still maintain traditional manual review process for bulk invoices. Overall it is the individual Business Unit's responsibility to review and confirm bulk charges in a timely manner.

For Business Units that have indicated a requirement to maintain manual processes, the following monitoring mechanisms are in place:

  • The Business Units confirm annually through the completion of FRRRs that checking processes are maintained.
  • The Faculty accountant meets at least annually with the Business Unit and confirms processes are being maintained and are adequate.

For Business Units that utilise the online process the following monitoring mechanisms are in place:

  • Financial Services will communicate with Business Units that have outstanding certifications of more than one month.
  • If a Business Unit is on the report consecutively, and Financial Services has not been able to establish a valid reason for the non-compliance, then the reporting will be elevated through the appropriate line management of that Business Unit to ensure rectification occurs.

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