Purchasing Services Frequently Asked Questions
1. When do I use a LVPO or a HVPO?
2. How is GST calculated on multiple lines of coding?
3. How is GST calculated?
4. Who corrects coding errors?
5. When do I get a copy of a paid invoice?
6. Can I do "multiple" lines of coding on Sytems Invoices?
7. How do I get the drivers for my departments new Toshiba Photocopier?
8. How do I get the convertor file for my new Toshiba copier?
1. When do I use a LVPO or a HVPO?
See the Purchasing rules for HVPO use, but a good "rule of thumb" is that anything over $3000 should be on a HVPO unless covered by a Supply Managed Contract. For a list of the Supply Managed Contracts, by Supplier or Commodity, visit the Purchasing web site.
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2. How is GST calculated on multiple lines of coding?
Unless we are told which line or lines has the GST, Accounts Payable staff have been instructed to take GST on the first line of code. It would also be helpful if the total amount of GST were indicated on coded invoices in the space provided (Hotel bills in particular).
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3. How is GST calculated?
In most cases, the University gets a 67% rebate on GST. The Controller's Office has a list of Departments and specific codes that vary from this, (library books or Hospitality Services food Suppliers, for example). Tax rules Please pay attention to the tax rules and identify on LVPO's. This would be a big help to Accounts Payable staff, especially for US and Out of Province purchases. Some US Suppliers have a GST registration # which will affect the tax designation on a LVPO. It is a big help if the LVPO tax designation is filled in so A/P staff knows which "code" to use. For example, if a US supplier charges GST on the invoice and quotes a GST number, then the tax would be different from a Supplier with no GST number. The GST would then be charged at the Border by Customs.
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4. Who corrects coding errors?
If Accounts Payable keyed in the wrong coding, we will do a journal entry to correct. Departments will have to do adjusting journal entries if they wrote down the wrong number. Please make sure the numbers are legible to avoid as many corrections as possible. Hand written codes on low value Purchase Orders and, in particular, the pink and green copies are sometimes very faint.
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5. When do I get a copy of a paid invoice?
A copy of the paid invoice is sent to a Department if we have not already sent a copy requesting authorization. Also, if an original invoice has come to Accounts Payable from a Department, we do not send you back notification of payment. Most systems invoices are also not sent to Departments but there are exceptions (Travel Companies, for example).
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6. Can I do "multiple" lines of coding on Sytems Invoices?
The quick answer is "NO" as most systems Suppliers are unable to handle this format. There are, however, exceptions but you must identify these Suppliers or you may only see one line of coding on FRS.
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7. How do I get the drivers for my departments new Toshiba Photocopier?
The drivers to your new (2011) Toshiba Photocopier can be found here. Please select the hyper link and "save" this file to your local machine for installation. Do not select "open".
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8. How do I get the convertor file for my new Toshiba copier?
The convertor files for the new Toshiba copiers be found here. Please select the hyper link and "save" this file to your local machine for installation. Do not select "open"