What do I do with the invoice from the supplier?
Email the Accounts Payable team at unibuy.invoices@sydney.edu.au with the PO number and the line item numbers to be paid in the email subject. For example, PO nr 00000253154 Line item 1.
When to use a Non Purchase Order (PO) Invoice Payment Request in Unibuy
This article provides details of the types of goods and/or services can be paid for using a Non Purchase Order (PO) Invoice Payment Request.
How to delete an unapproved purchase requisition in UniBuy
Follow these instructions to delete a purchase requisition with a composing or submitted status.
These instructions will not work if the requisition has already been approved (e.g., requisitions with a status of ordered, receiving, or receipted). Please contact the UniBuy Desk if you need to delete an approved purchase requisition.
Types of revenue & income
The University receives income from a variety of sources including students, commonwealth and state governments, industry and private donors.
How to approve a purchase request in UniBuy
Purchase requests must be approved before being sent to the supplier. Approvers will be emailed by UniBuy when a request has been submitted for their approval.
You can also to do the same in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
Please note: Any catalogue or contract purchase requisition raised in UniBuy to the value of $1000 or under will be pre-approved and does not require you to follow the process below.
How to see an Income and Expenditure (I&E) report in My Org Finances
Follow this article to track your actuals against budget and forecast.
Create new out-of-pocket expenses in an existing Concur expense report
Any approved University business expenses you pay for need to be added to an expense report in Concur. This allocates the expenses to the appropriate cost centres for payment. You can pay for University expenses using your corporate card or your own money.
How to edit a Request for Quotation (RFQ) form in UniBuy
Follow these instructions to edit a Request for Quotation (RFQ) form in UniBuy.
How to search for a UniBuy catalogue item
This guide shows you how to search for an item in the UniBuy catalogue. You can also the search for an item in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
There is also a Navigate Guided Buying YouTube video.
How to create a team Request for Quotation (RFQ) in UniBuy
Follow these instructions to create a team Request for Quotation (RFQ) in UniBuy. You will need to request access to Team Buying, please email your request to service the UniBuy System Administration team at unibuy.systemadmin@sydney.edu.au.
How to create an Expense Report in Concur from an approved Travel Request
Once you have incurred expenses related to your approved Travel Request (EG Airfare, Accommodation, Car Rental) you can create your Expense report directly from your approved Travel Request. Follow these steps in Concur to create/open your Expense Report from your Travel Request.
For all other corporate card transactions and out-of-pocket expenses, refer to Create a new expense report in Concur.
Update my bank information in Concur
Updating your bank information in Concur ensures you can be paid cash advances and cash claims through Concur. This is different from normal payments from the University, which are processed through the payroll system.
Verify your email address in Concur
You need to verify your email address to be able to receive Concur alerts and send invoices through email and the Concur mobile app. Afterwards, you can automatically add receipts to your Concur account by emailing them as attachments to receipts@concur.com.
How to see My Accounts Summary in My Research Funding Portal
Follow this article to see My Accounts Summary in My Research Funding Portal.
How to receipt an order on behalf of someone else in UniBuy
If you are part of a central receipting group for UniBuy, you may have access to receipt purchase orders on behalf of other staff members.
After the order is delivered, the supplier will not be paid until the order is receipted in UniBuy. You can also do the same in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
What happens with suppliers who do not wish to use UniBuy (SAP Ariba)?
Some suppliers have refused to use UniBuy (SAP Ariba). The system is designed to work without their direct participation, although the process is less automated.
Add attendees to an expense report for Fringe Benefit Tax (FBT) purposes
You can complete this process for an expense report that includes University-authorised entertainment functions that you attended with other University employees, business guests or family members. Refer to this PDF for more information if required on Meal expenses.
Why can't I see any UniBuy or Travel & Expenses articles in the Services Portal?
If none of the UniBuy or Travel & Expenses articles are appearing, and you are a staff member with an active UniKey, you probably just need to log in to the Services Portal.
How to request access to a Finance Enterprise App in Power BI
See below for a request access form link to the following Finance Apps in Power BI (FINEapps):
- My Research Funding Portal (for non-Finance users who want to track research accounts)
- My Org Finances (for non-Finance users who want to track operational accounts)
- Finance Reporting Portal and EPM (for Finance users)
How to get an invoice processed to pay a supplier in UniBuy
After the order is receipted in UniBuy, the invoice can be processed, and the supplier paid. For an overview there is a guide to goods receipts and payments in UniBuy.
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