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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.
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.
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.
This article provides a table with the following information for overseas purchases through the University:
The University undertakes Asset Verification exercise every year in Q3/Q4. Stocktakes are undertaken to verify the existence of capitalised assets where the cost of the asset is greater than $20k and has a positive value after depreciation. For all assets under the category of Plant and Equipment, a full stock take every third year with a partial stock take every year.
Initiation: This process is initiated by receiving an email from the asset controller with a link to the Web Based Online Form (Asset Portal) listing all the assets to be verified.
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.
Follow this article to see My Accounts Summary in My Research Funding Portal.
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?
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.
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.
See below for a request access form link to the following Finance Apps in Power BI (FINEapps):
A Procurement Contract Risk Tool is the instrument that assists the Contract Manager to evaluate, identify and monitor any risks that may occur during the life of a procurement contract.
The Risk Tool is designed to deal promptly and effectively with any risks as they occur including the appropriate mitigation and escalation to risk committee or equivalent in the business unit’s governance structure (where applicable).
Please do not attach the invoice to the purchase request (PR). Please follow the quote process outlined in the Procurement Procedures 2019.
Please follow these steps if you have ordered goods from overseas to be delivered to Australia on behalf of the University and you don’t know whether the supplier is registered for Australian GST.
If the supplier is set up for GST you must not include this in your purchase request. The University’s Accounts Payable department in Finance handles all Australian GST internally saving your faculty/department the hassle of paying it and claiming a credit for it. For more information on GST at the University see the Tax PDF guide.
The Manage Delegation process allows you to nominate staff to initiate business processes or actions inbox tasks on your behalf.
This process can also be used when taking leave to ensure approvals or actions are monitored while you are on leave.
This is especially useful if you are responsible for approving purchases but are about to go on leave. Please note, the delegatee will not be able to purchase on your behalf, and you cannot have more than one delegated approver within the same period.
To learn how to do the same in UniBuy Guided Buying, see this article. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
This activity is undertaken by the Research Invoicing Team (RIT) whenever they need to complete a Third Party Agreement Contract Workspace (CW) Request Form.
RIT is required to review the account codes to determine what class code and corresponding analysis code is to be included in the CW Request Form.
To request something that isn’t in the UniBuy catalogue, you must request a non-catalogue item.
You can also do the same in Guided Buying. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
Follow these instructions if a PO commitment still exists when the invoice has already been paid as one or several upfront payments. You may find this in a Power Bi report or in a report from your local finance support.
Follow these instructions to access any supporting documents attached to your purchase order. You can also do the same in UniBuy Expert.
When acquitting travel expenses that are airfare, accommodation, or car rental the University has a mandatory requirement that your pre-approved Travel Request containing these items be linked/assigned to the Expense Report in Concur. Follow these steps to complete this process in your open Expense Report.
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