Vendor Creation Implementation

1. Vendor Creation Implementation Finance Led Training Sessions

2. Vendor Creation ImplementationWhat has changed? • 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

3. Vendor Creation Process – High Level UNSW Requestor completes the Vendor Request Form including vendor’s email Vendor receives email containing link to Vendor Application (VA) Form UNSW Requestor enters zPass for access to Vendor Request Form UNSW Requestor commences Vendor Creation Process UNSW Requestor receives completed Form via email, reviews & returns to vendor if not approved UNSW Requestor receive email from AP to notify vendor set up in NSF AP receive VA Forms as a CSV file and enters new vendors into NSF Vendor fills out Vendor Application Form and submits to UNSW Requestor UNSW Requestor receives completed Form via email, reviews & submits to AP if approved

4. Vendor Creation Implementation Demonstration New Vendor Company – Goods Only Vendor Sole Trader – Labour Only Vendor https://fin.uat.cws.unsw.edu.au/vendor/index.php

5. Vendor Change Process – High Level UNSW Requestor clicks the ‘Update Existing Vendor’ radio button UNSW Requestor enters zPass for access to Vendor Request Form UNSW Requestor completes the Vendor Application Form UNSW Requestor commences Vendor Change Process UNSW Requestor receive email from AP to notify vendor changes in NSF UNSW Requestor fills in Vendor Change details and submits to AP AP receives vendor changes in CSV file and enters in NSF

6. Vendor Creation Implementation Demonstration Update Existing Vendor https://fin.uat.cws.unsw.edu.au/vendor/index.php

7. Benefits – to Faculties/Divisions • Atool 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

8. 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

9. Where you will find the new tool • 1. Finance Web Page • https://www.fin.unsw.edu.au • 2. Under “Information Centre” • 3. Click on “New Vendor Creation Process”

10. What happens if…… Something goes wrong Contact Finance Help Desk Phone: 53330 Email: financehelp@unsw.edu.au

11. Additional Support Material Online Training– on the Finance web page Training Manual– Step by Step process with screenshots 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

12. Dates – Going Forward • 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 • ASBand 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