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Frequently Asked Questions - Accounts Payable>

• Which form do I use?
  
  
• How do I get an Invoice paid?
  
  
• How do I check if an Invoice has been paid?
  
  
• How do I find the details of my Purchase Orders?
  
  
• How much has been used in a Standing Order?
  
  
• Which invoices have been paid against the Purchase Order?
  
  
• What was bought on the Purchase Order?
  
  
• What account code was used?
  
  
• Who were the goods delivered to?
  
  
• What is the status of the Purchase Order?
  
  

• Which form do I use?
  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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• How do I get an Invoice paid?
  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
    
    
  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
    
    
  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:
  
  • Going to the url http://financials.deakin.edu.au
    
  • Enter your login and password
    
  • Under Worklist you will see your notifications
    
  • Click on the APC Invoice Confirmation notification to action it
    
    
  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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• How do I check if an Invoice has been paid?
  
  
  • Go to the url http://financials.deakin.edu.au
    
  • Enter your login and password
    
  • Click on DU Payables User responsibility
    
  • Click on Invoice Inquiry in the menu section
    
    
  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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• How do I find the details of my Purchase Orders?
  
  • Go to the url http://financials.deakin.edu.au
    
  • Enter your login and password
    
  • Click on Deakin Purchasing User responsibility
    
  • Click on Purchase Order Summary in the menu section
    
  • Enter the Purchase Order Number in the number field and click on the Find button
    
    

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• How much has been used in a Standing Order?
  Find the Purchase Order as instructed above. 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.

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• Which invoices have been paid against the Purchase Order?
  Find the Purchase Order as instructed above. 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.

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• What was bought on the Purchase Order?
  Find the Purchase Order as instructed above. Click on the Inquire menu and select View Lines the column Description has the details of what was purchased.

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• What account code was used?
  Find the Purchase Order as instructed above. Click on the Inquire menu and select View Distributions the column Charge Account has the code/s used in the PO.

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• Who were the goods delivered to?
  Find the Purchase Order as instructed above. 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.

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• What is the status of the Purchase Order?
  Find the Purchase Order as instructed above. 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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