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504.3 Preferred Supplier Bulk Billing

The University invites all of our Preferred Suppliers to offer a bulk billing facility. It is particularly beneficial if this facility is offered to us by businesses with whom the University generates a high number of transactions.

Currently F&BS receives and manages on behalf of the University, electronic invoices from:

• Caltex (Fuel Card Expenses);
• Corporate Express (Office and Stationery Supplies);
• Australia Post (Domestic Mail lodged through the ANU Mailroom).

The current status of invoices and journal recoveries is available by clicking on the respective vendors above.

The procedure for bulk billing is as follows.

1. F&BS receives an electronic invoice from the company.
2. The invoices are loaded into a database and a check is done to ensure:

• a valid cost centre has been used; and,
• the invoice balances etc.

3. F&BS then creates the bulk journal upload and balances this to the accounts payable voucher.
4. The journal upload is generated as soon as the account has been reconciled and funds recovered from the various University cost centres. The accounts payable voucher payment date is set to maximise the University's credit terms. This results in the recovery journals sometimes occurring before the vendor has been paid.

It is possible to obtain detailed information on the charges from either the company involved or F&BS. It is recommended that charges be queried with the Company in the first instance (or for Corporate Express, in NetXpress II). The Purchasing and Contracts section manage the preferred supplier arrangements and are pleased to assist if there are any problems with charging. The level of ledger transaction details varies from vendor to vendor.

Other related sites

Internal Bulk Billing