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Accounts Payable

The University uses a tool called Kofax, which enables the University to automate the processing of supplier invoices and facilitate online Reimbursement and Other Payments requests.

Invoice requirements

Invoices are processed for payment either as a Purchase Order (PO) invoice, where a PO has been raised, or as a non PO invoice, where an exception has been previously granted - refer to PO Exception list.

  • All invoices must be sent to invoices@adelaide.edu.au
  • The invoice must be an attachment (any wording in the body of the email will not be captured)
  • The invoice must contain a PO number or a University contact name
  • Kofax automatically reads and captures information from the invoice.

System process

Invoices with a PO

  • Invoices fully matched to the PO in Kofax (and receipted) are then scheduled for payment in the Finance System  
  • Where there is a PO variance
    • Invoices are workflowed to a Business Reviewer to be reviewed
    • Once reviewed, it will be workflowed to a Financial Approver
    • Once approved, it will be scheduled for payment in the Finance System.

Invoices with no PO (exception)

  • Invoices are workflowed in Kofax to the contact name on the invoice to be reviewed and coded (as a Business Reviewer)
  • Once coded, it will be workflowed to a Financial Approver
  • Once approved, it will be scheduled for payment in the Finance System.

Invoices with no PO (no exception)

More information

  • Recorded as non-compliant
  • Rejected back to contact name on the invoice (end user)
  • End user to raise Requisition in ePro and / or Procurement Exemption Form
  • PO is not dispatched to supplier
  • End user to receipt goods or services in ePro
  • Invoice fully matched, approved and paid in Finance System.

Reimbursements & Other Payments

  • Online forms submitted in Kofax
  • Workflowed to an Approver
  • Compliance checks completed by Procurement Services prior to being authorised.
  • Status and payment date can be tracked in the system.

Training Resources

Refer to Online Resources and FAQs.

Procurement
Address

Finance & Procurement Services
THE UNIVERSITY OF ADELAIDE
SA 5005 AUSTRALIA

Contact

T: +61 8 8313 3414
F: +61 8 8313 4350
finprosupport@adelaide.edu.au