How to find a supplier in UniBuy Expert
All suppliers in UniBuy can be found when creating an ad hoc request. To do the same in Guided Buying, see this article. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
Who will decide on the accepted quote?
The requester will determine which quote will be accepted.
How to send supporting documentation to a Contract Workspace in UniBuy
Follow these instructions to upload additional supporting documentation to a contract workspace in UniBuy. For assistance with the procurement contract management process see this article.
Where to access the Procurement Contracts Assurance dashboard
See below for the link to access the Procurement Contracts Assurance dashboard.
How to set up a new customer for billing
If the customer’s details do not exist, you need to create a new customer account.
How to buy off an existing contract in UniBuy Expert
Follow these instructions buy off a contract in the UniBuy Expert system. You can also do the same in UniBuy Guided Buying. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
How to confirm whether the VAT listed on my quote/invoice is actually Australian GST
Sometimes an overseas company registered for Australian GST may send a quote or invoice with the Australian GST entered in the VAT field. In this case, their forms (paper or electronic) simply don't have a GST field – and so have no other place to display the tax than the VAT field. To confirm this is Australian GST, follow the instructions below.
For more information on GST at the University see this PDF guide.
How to transfer your existing corporate card to a new area
Follow these steps if a cardholder moves to another area of the University and needs to retain use of their corporate card.
How to get invoices from airfare bookings made through Concur
You will need to have e-receipt activation turned on to be able to receive invoices sent from the University Travel Management Company (TMC) before you make your booking.
Follow the steps below to enable e-receipt activation in your Concur profile settings.
Approve or reject a travel request in Concur
You need to complete this process to approve and process any travel requests made by staff for whom you are an approver in Concur. You’ll receive an email from Concur when a travel request needs your approval.
How to raise a purchase order (PO) without an invoice
An Invoice is not required to raise a Purchase Order. In fact, if you have an invoice, but you haven't yet raised the purchase requisition in UniBuy you must contact the UniBuy Desk.
How to check if my invoice has been processed in UniBuy
Your order must be receipted and the invoice processed in UniBuy before the supplier can be paid. To verify that your invoice has been processed, follow the instructions below.
Navigating the Procurement Contracts Assurance dashboard
Refer to this article as a guide to navigating the Procurement Contracts Assurance dashboard. There are also these instructions to access the dashboard.
Manually add a receipt to an expense item
To be reimbursed for work related expenses, you need to add a receipt to expense items. You may need to add a receipt manually if it cannot be automatically matched due to differing transaction details of either the date, expense type or amount, or poor receipt image quality.
COSnet Quick Reference Guide (QRG)
See below for Complete Office Supplies (COS) features available in UniBuy.
How do I complete a Travel Request in Concur?
It is mandatory under University Travel Procedures for an approved Travel Request to be present in Concur for any business related travel.
Guidance on completing the Performance Management Survey
You may need to complete a Performance Management Survey depending on the contract tier and/or as specified if the contract manager has opted for a higher frequency for the performance management Survey e.g., Tier 1 or 2 minimum of bi-annual notification to complete Survey. Tier 3 or 4 minimum of annual notification to complete Survey (sample of email notification to complete the Survey is below).
This article provides guidance on how to complete the survey. For a general overview, see What is a Performance Management Survey?
How to purchase services from Organisational Development's preferred suppliers within UniBuy
The catalogue to purchase Organisational Development (OD) services is available under the Training & Development tile.
Ariba Suppliers: How to access Ariba for the first time
Follow these instructions to access your Ariba account for the first time.
Where do I get help for Third Party Agreements and Processing
Listed below are the various ways you can seek advice or get support for anything related to Third Party Agreements and Processing.
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