Vendor create/amend

Vendor create/amend

Requirements for the creation/amendment of a vendor

Vendor creation or reactivation of a vendor can be undertaken by two methods.

  • Non-purchase order vendor
  • Purchase order vendor

Financial Shared Services (FSS) will create a new vendor or reactivate an existing vendor from either a source document of the vendor (ie. Invoice, details provided by the vendor on their letterhead) or by the submission of a Vendor Create form.   Legal entity names will be validated against records held on The Australian Business Register (ABR) website.

Bank details must be supported by one of the following:

  • ANU Vendor Create form signed by the vendor;
  • vendor letterhead detailing bank account details (mailed or emailed);
  • vendor accounts payable invoice detailing the bank account.

Process

Non purchase order vendor creation

Invoices submitted to invoice.workflow@anu.edu.au where a vendor does not exist within ES Financials or for an inactive vendor  will prompt FSS to reactivate or set up a vendor.

Purchase order vendor creation

Where a vendor is required to be set up for a purchase order the vendor details should be created prior to the purchase order being made. The vendor can be set up by sending a quotation to vendor.maintenance@anu.edu.au or, preferably on a vendor form or customer letterhead. The following information is required to set up a vendor:

  • Full name of vendor
  • Postal Address
  • Phone number
  • ABN (if applicable)
  • Contact Name
  • Remittance address/email address
  • Purchase order email address

Bank detail amendments

All requests for bank account amendments must be supported by one of the following:

  • ANU Vendor Create form signed by the vendor;
  • vendor letterhead detailing bank account details (mailed or emailed);
  • vendor accounts payable invoice detailing the bank account; or

If the bank account information cannot be verified against independent documentation, the default payment option will be set to cheque.

It is very important that bank account details are correct:

  • If a payment is made to a wrong but valid bank account, it is very difficult to recover/trace the money; or
  • If a payment is made to a wrong but invalid bank account, the transaction is dishonoured. Correct details have to be obtained and the payment resubmitted. Any resulting charges will be passed on to the processing budget unit.

Employee and student vendors

  • Vendor records for employees, students and persons of interest shall be established using the Get Employee/student function.
  • Bank details for employees and students should be updated on the respective (HR/Student) system.

Turnaround times for vendor creation/amendment

A vendor create or change request will be actioned within 3 working days. Please contact the Financial Shared Service team on financial.shared.services@anu.edu.au if you have an urgent request.

Remittance advice

Remittances are emailed where possible.

System maintenance

The status of any vendor, with no payment record in the last eighteen months, will automatically be set to 'inactive' on a regular basis.