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The Accounts Payable section is primarily responsible for payments to University vendors (individuals or organisations to whom the University owes money), Independent Contractor payments, overseas payments, staff reimbursements and vendor approval. Assistance is also available with requisitions and purchase orders.
For accounts payable-related enquiries, please contact:
Team Leader, Accounts Payable
Phone: 03 5327 9533 or email: email@example.com
Senior Transactional Officer, Accounts Payable
Phone: 03 5327 9794 or email: firstname.lastname@example.org
Transactional Officer, Accounts Payable [Horsham Campus]
Phone: 03 5328 2685 or email: email@example.com
Finance process one weekly creditor payment run, with payment being based on 30 days from invoice date. Timely payment is determined by the following criteria being met:
All purchases must be made using a UB Purchase Order, and purchase orders must be raised prior to purchase via the eProcurement module in myFinance.
There are a number of different types of orders that can be placed, dependent upon what is being purchased:
A standard order is used to purchase most goods/services, and requires the user to manually enter the details of the goods/services, including a description, price, quantity, Vendor, Chartfields, etc.
Instructions on how to create a standard order is available to download from the myFinance Resources page.
Amount Only order (standing order)
Amount Only orders are typically used for goods that are ordered / delivered on a regular basis, and may cover a period of 1 to 12 months. Examples of this include purchases of food items by the Conference & Catering or Hospitality areas, or newspaper and milk deliveries to all areas of the University.
Instructions on how to create and receipt Amount Only orders are available to download from the myFinance Resources page.
Purchase of stationery (OfficeMax order)
UB's approved supplier for stationery and office supplies is OfficeMax. The myFinance system utilises web ordering functionality; this means that myFinance links directly into the OfficeMax catalogue, allowing you to add items into your Shopping Cart which are then automatically added to your requisition.
Instructions on how to create an OfficeMax stationery order are available to download from the myFinance Resources page.
Purchase of computer equipment (Purchasing Kit)
Since 2005, an SOE (Standard Operating Environment) policy has been in place at UB to standardise the purchasing of Desktop and Notebook computers. Currently, HP is the Endorsed Desktop computing supplier (via reseller Computers Now), and Toshiba is the Endorsed Notebook computing supplier (via reseller Southern Cross Computer Systems).
Each UB SOE option has been created in eProcurement as a Purchasing Kit Template, which allows you to simply select and add the required Kit to your requisition, rather than manually enter each component individually.
Instructions on how to use the Purchasing Kit Templates are available to download from the myFinance Resources page.
Purchase of Assets
Assets (Capital Expenditure) are defined as buildings, equipment, plant & machinery, furniture and library books costing individually $5,000 (ex-GST) or more which are not consumed in one accounting period. Orders for asset purchases require the use of specific Category codes, Chartfields (Account + Project codes) and the insertion of the appropriate Ad-Hoc Approver(s).
Instructions on how to create an order for an asset purchase are available from the myFinance Resources page.
The requester of the goods or services is responsible for ensuring they complete a goods receipt entry in the system. After a purchase order is despatched, the Vendor ships the goods/provides the requested service. When the goods arrive/service is completed, users are required to create a Goods Receipt in myFinance to record the goods as 'received'.
Finance CANNOT make payment to a Vendor if the requester has not completed a goods receipt in myFinance.
Once entered, the invoice will be paid within 30 days provided the invoice matches the goods receipt.
Instructions on how to create goods receipts are available from the myFinance Resources page.
All invoices should be sent directly to Accounts Payable, PO Box 663, Mount Helen 3353. This address appears as the 'bill to' address on the purchase order. If you receive an invoice with your goods, please forward it to Finance for processing.
Finance CANNOT make payment to a Vendor without the invoice (original or a copy).
Electronic invoices can be sent to firstname.lastname@example.org.
Please ensure the vendor you wish to use has been approved before contracting them to provide goods or services. Failure to do so could result in significant delays in payment. Vendors of services must meet the Independent Contractor assessment criteria (please see Independent Contractors for more information).
The 'New Supplier or Change of Supplier Application Form' should be used to request a new vendor to be entered onto the system or to update an existing vendor's details where necessary. This form, as well as information about the process and instructions, can be found on the Completion of Supplier Application Form Guidelines page.
The usual time-frame for vendors to be added to the system is approximately 2 - 3 days from receipt of the completed form (provided the form has been completed correctly, there are no discrepancies in the information supplied, and it has been approved by the Manager - Procurement).
Existing (approved) vendors
To check if a vendor already exists within myFinance: