Accounts Payable
The Accounts Payable area is responsible for the timely payment of local and overseas suppliers to the University. Listed below are ways staff can help to expedite
payment and how they can inquire on their purchase order payments.
Accounts Payable staff are located on the Geelong Campus in Building jb, Level C - just above the ANZ Bank.
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You will find all forms used by Financial and Business Services Division listed in their most used functional
groups at www.deakin.edu.au/fbsd/forms. Beside each form
is an explanation of when to use it. It is recommended that you print off a form as you need it and not keep
photocopies on file. Accounts Payable may send paperwork back if the current form is not used.
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To allow payment of goods/services to local and overseas suppliers you must raise a Purchase Requisition prior to
receiving the goods/services, which in turn becomes a Purchase Order, once it has gone through the approval process in
the Supply Department.
When getting a quote from a local supplier for goods/services, ask for the GST exclusive price and use this
amount when raising the Purchase Requisition. The GST is paid from central funds when Accounts Payable enter the
invoice, not from your funds when you raise the Purchase Requisition. Overseas goods/services are also
GST exempt.
When raising a Purchase Requisition, please take care when finding the Supplier Name and Address site - only enter
part of the Supplier Name when doing a find, this is more likely to bring up all the Supplier's name and address
variations. If the address you require does not come up you need to enter it as a new supplier.
When ordering goods/services you must advise the Supplier of the Purchase Order Number as they need to include
it on their invoice. This is very important as most invoices are forwarded directly to Accounts Payable.
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Accounts Payable payment period closes at the end of each month. If you want an invoice showing in the
ledger within a specific month the invoice must be in Accounts Payable before midday on the last day of
that month.
All payments (other than reimbursements) must have a Purchase Order raised to enable payment.
Only an original Tax Invoice addressed to Deakin University can be processed for payment.
All Tax Invoices must have the following information on them:
- The words Tax Invoice
- The Supplier's ABN (Australian Business Number)
- It must state whether GST is included or not
Statements, Quotations, Packing Slips, Delivery Notes etc. are not acceptable paperwork to forward to Accounts
Payable for payment.
Subscription/Membership Renewal, or Conference Registration forms addressed to Deakin University must have the words
Tax Invoice on them or at least the Supplier's
ABN and state whether GST is included before
forwarding to Accounts Payable for payment. Please contact the Supplier for this information if it is not included
on the form. Alternately you can forward the completed form together with a copy of the Purchase Order directly to the
Supplier requesting them to forward a Tax Invoice.
If the Subscription/Membership Renewal, or Conference Registration form is addressed to the staff member, the staff
member can personally pay it then claim reimbursement. Alternately you can ask the Supplier to have the form reissued
in the name of Deakin University (keeping in mind the requirements stated above).
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- Fortnightly payment run for invoice, Staff and Student reimbursement - Wednesday non pay week
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If you have received an original Tax Invoice from the Supplier:
- Authorise payment by writing OK to pay and signing the invoice
- Write the Purchase Order Number on the invoice
- Forward the invoice to Accounts Payable, Financial and Business Services, Geelong Campus at Waurn Ponds
When a Supplier sends a Tax Invoice with the Purchase Order Number on it directly to Accounts Payable, it is entered into
DFMS (Oracle Financials). This automatically generates a Workflow Notification called an APC Invoice Confirmation to the
person who raised the Purchase Order, asking them to confirm the receipt of goods, effectively approving payment. You
can access your Workflow Notifications by:
If you have not replied to your APC Invoice Confirmation after three (3) days you will receive another notification. If
you have not replied to the second notification after a further three (3) days it is forwarded to your supervisor for approval.
It is essential that you check your Worklist Notifications twice a week to see if you have any approval requests
waiting for a reply. This helps to complete the payment of invoices within the Supplier's trading terms, and in some
cases avoiding a late fee.
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You can check the details of a Purchase Order by:
How much has been used in a Standing Order? Compare the
Amount raised column with the
Matched Amount column, which is the total of all invoices paid so far against that Purchase Order. Please check
this before authorising an invoice for payment. If the matched amount exceeds the amount raised you will need to
raise a new standing order.
Which invoices have been paid against the Purchase Order? Click on the
Inquire menu and select
View Invoices. An invoice is paid when the invoice details are listed as well as the cheque number. If
the invoice details are present, but not the cheque number, then the invoice is waiting payment and will be paid in the
next cheque run.
What was bought on the Purchase Order? Click on the
Inquire menu and select
View Lines
the column Description has the details of what was purchased.
What account code was used? Click on the
Inquire menu and select
View Distributions
the column Charge Account has the code/s used in the PO.
Who were the goods delivered to? Click on the
Inquire menu and select
View Distributions
the column Deliver To Person is who the PO was raised on behalf of, but can also be the person who raised
the PO.
What is the status of the Purchase Order? The Closure Status column and the Cancelled column will
show you if your PO is Open, Finally Closed or Cancelled. To see who Finally Closed or Cancelled the PO Click on
the
Inquire menu and select
View Action History. This will show, for example, if a PO has been
cancelled, by whom and why.
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You can check the details of an Invoice by:
You can find Invoices by entering the Purchase Order Number or the Invoice Number then clicking on the Find
button. If you search for a supplier it will find every invoice the University has paid to that supplier,
not just those invoices from your budget centre.
- Click on the Payments button to see the Payment Method, Date and Amount.
- Click on the Distributions button to see the PO number, Description, Amount and Account Code.
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The University does not restrict who you can purchase from, except where there is a University-wide contract with a
supplier for the provision of goods and/or services (eg. stationery). All supplier contracts are handled through the Procurement Area, Logistics Division.
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For more information email:
annie.walker@deakin.edu.au
