Vendor Master Records http://www.rmit.edu.

au/browse;ID=rb7sfzqrbruu1

Creation and Maintenance of Vendor Master Records in SAP 1. General. The purpose of this procedure is to maintain the integrity of the vendor master records by ensuring that duplications are not created, that the information contained in the master records is correct and that RMIT fulfils its obligations in regard to Federal and State legislation. Preferred Suppliers. RMIT has Preferred Suppliers for the provision of certain goods and services and staff should use these suppliers on all occasions when purchasing those goods and services. A listing of Preferred Suppliers is available on the Strategic Sourcing and Procurement website. Payment Terms. RMIT policy is to pay suppliers of goods or services on a 30 days basis. That is, payment will be made by the end of the month following the date of the invoice. Consideration to changing these terms will only be given where the university receives a financial or strategic benefit. Creation of Master Records. 4.1 SAP users within Portfolios and Service areas. On identifying a need to purchase from a particular vendor, staff members will interrogate SAP, using transaction XK03 or FK03, to see if the vendor already exists. If the vendor cannot be found, complete the New Vendor Request form, have it reviewed and signed by the cost centre manager and forward it, together with any required attachments, to Financial Services Group (FSG) Purchasing Section All sections of the New Vendor Request form must be completed failure to do so will result in the request not being processed. Particular attention should be given to the following: ABN Australian vendors dealing with RMIT should have an ABN. Where the vendor does not quote an ABN and the nature of the supply is such that an ABN is not required, a Statement by a supplier must be completed. These are available from the Australian Tax Office website or a hard copy is available from FSG Purchasing Section. Vendors Bank Details RMIT is endeavouring to make all payments via EFT and accordingly this information is required for all Australian vendors. Where this information is not provided a full and valid explanation is required.
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Vendor Master Records http://www.rmit.edu.au/browse;ID=rb7sfzqrbruu1

Notations, such as cheque required or please send cheque, will not be accepted. Bank details do not need to be entered on this form for overseas vendors as Accounts Payable will verify and enter this data from the vendor documentation at the time of processing the invoice. 4.2 Cost Centre Managers Cost centre managers will review the New Vendor Request. Signature by the cost centre manager will evidence their review of the legitimacy of the vendor and a check of the accuracy of the information on the form. This information should be available from vendor documentation e.g. quotation or invoice. FSG Purchasing Section On receipt of the New Vendor Request, Purchasing will check the completeness of the request, including any required attachments. If not satisfied, the form will be returned to the requester. SAP will be interrogated to ensure the vendor does not already exist and a check will be made against the Australian Business Register to ensure the validity of the ABN for that vendor. A new vendor master record will then be created and the requester will be advised. No commitments should be made to the vendor until this advice has been received.

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Maintenance of existing Master Records. All requests related to changing master records must be supported by documentation from the vendor. This is to be forwarded to FSG Purchasing Section and changes will be made, if required. Where bank details are included on the vendor invoice, Accounts Payable will check that the details on SAP and the invoice match. If not, a copy of the invoice will be passed to Purchasing Section for investigation and amendment if required.

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