Vendor Creation

Implementation

Finance Led Training Sessions

No More VN1 and VN2 Forms

Web Form – Vendor Creation & Vendor Change

Vendors to complete the Vendor Application Form online

Easy to access – on computers, phones, tablets

Easy to use – it will only show the questions that the vendor needs to answer

Help text available

New Business Process

Vendor Creation ImplementationWhat has changed?

Vendor Creation Process – High Level

UNSW Requestor enters zPass for access to Vendor

Request Form

UNSW Requestor commences Vendor Creation Process

Vendor receives email containing link to Vendor Application

(VA) Form

Vendor fills out Vendor Application

Form and submits to UNSW RequestorUNSW Requestor

receives completed Form via email,

reviews & submits to AP if approved

AP receive VA Forms as a CSV file and

enters new vendors into NSF

UNSW Requestor receive email from AP to notify vendor

set up in NSF

UNSW Requestor completes the

Vendor Request Form including vendor’s email

UNSW Requestor receives completed

Form via email, reviews & returns to

vendor if not approved

Vendor Creation Implementation

Demonstration

New Vendor1. Company – Goods Only Vendor

2. Sole Trader – Labour Only Vendor

https://fin.uat.cws.unsw.edu.au/vendor/index.php

Vendor Change Process – High Level

UNSW Requestor enters zPass for access to Vendor

Request Form

UNSW Requestor commences Vendor

Change Process

UNSW Requestor completes the

Vendor Application Form

UNSW Requestor fills in Vendor

Change details and submits to AP

AP receives vendor changes in CSV file and enters in NSF

UNSW Requestor receive email from AP to notify vendor

changes in NSF

UNSW Requestor clicks the ‘Update Existing Vendor’

radio button

Vendor Creation Implementation

Demonstration

Update Existing Vendor

https://fin.uat.cws.unsw.edu.au/vendor/index.php

Benefits – to Faculties/Divisions A tool for all suppliers to complete their application

online or via a mobile phone/tablet A tool for UNSW staff to make a request for a

change to an existing vendor

Replaces an out-dated (and sometimes difficult to use) excel-based form

Eliminates the need for UNSW staff to complete the form on behalf of the supplier – time savings

Enhances UNSW’s reputation – we are not ‘standing still’ in regard to technology

Benefits – External to Faculties/Divisions

Efficiency improvements in Accounts Payable. No more tickets created for vendors (25% reduction in

tickets). No more printing of paper forms due to a csv file created

with data and AP will create the vendor record in NSF by copying and pasting from the file.

No more paperwork to be filed and stored

Tax Manager now has access to the tax assessment responses which assists UNSW meet its tax compliance obligations

Allowed us to work with a new technology – web

1. Finance Web Page

https://www.fin.unsw.edu.au

2. Under “Information Centre”

3. Click on “New Vendor Creation Process”

Where you will find the new tool

What happens if……

Something goes wrong

Contact Finance Help Desk

Phone: 53330

Email: financehelp@unsw.edu.au

Additional Support Material

Training Manual – Step by Step process with screenshots on the Finance web page

Online Training – on the Finance web page

Questions with Help Text – All questions vendors will be asked with help text they have access to on the Finance web page

Training Presentation – on the Finance web page

Large Training Sessions – 4 x 1 hour sessions (1 per week) from Monday 18th August

Staggered Implementation – Go Live Dates• Law and Science – Monday 25th August• ASB and Advancement – Monday 1st September• Built Environment, FASS and VPUS – Monday 8th September• Medicine – Monday 15th September• DVCA, DVCR, IT, Finance Operations – Monday 22nd September• All other UNSW – Monday 29th September

Grace Period for VN1 and VN2 forms finishes Friday 17th October

Dates – Going Forward