The University of New South Wales - Sydney - Australia
FAQs
Purchasing
When should I use a purchase order?
When should I raise a bulk order?
How long should I raise a bulk order for?
What access do I require to raise a purchase order?
How do I get access to NewSouth Financial to create a purchase order?
How do I create a purchase order?
What happens if I need to create a purchase order in foreign currency?
Who can approve purchases?
Do I need to do anything when the goods are received?
How do I enter a Receipt into NS Financials?
When should I raise a bulk order?
How long should I raise a bulk order for?
What access do I require to raise a purchase order?
How do I get access to NewSouth Financial to create a purchase order?
How do I create a purchase order?
What happens if I need to create a purchase order in foreign currency?
Who can approve purchases?
Do I need to do anything when the goods are received?
How do I enter a Receipt into NS Financials?
A purchase order should be used wherever possible for the procurement of goods or services.
When you are receiving regular supplies or services from the same Supplierduring the year e.g. photocopier usage, or contract services.
You should raise a bulk order for the current budget period. Raising a bulk order will commit the funds as an encumbrance. Bulk orders cannot role over to the next budget period and thus should be closed by mid December. If you have concerns about payment of invoices after this date please ring the Purchasing Officer on 9385 3330.
What access do I require to raise a purchase order? How do I get access to NewSouth Financial to create a purchase order?
You need access to NS Financial purchasing module. Call the IT Service Desk on extension 51333 to obtain the appropriate form.
Refer to UPK online training package. This is available at the login site.
For foreign currency orders equivalent to $50,000AUD or over, you should complete a Purchase Requisition form and forward it the Purchasing Officer who will then contact the Investments Manager to obtain a deal for the appropriate currency at the best exchange rate possible. The Purchasing Officer will create the Purchase Order on your behalf.
A minimum of three written representative quotations to be obtained. This requirement is not mandatory for eProcurement purchase orders but it is strongly recommended.
Only a person with the appropriate financial delegation can approve purchases.
Yes. You must enter a receipt in NS Financials. If this is not done, payment will not be made to the supplier.
It is very easy. Refer to the OnLine Training Tool.
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Purchasing Helpdesk:
Extension 53356 aphelp@unsw.edu.au