Shipping

Step 1:

The requester (WEHI staff member) completes the Shipping Request form, selecting "Receiver (via unofficial reimbursement)" and providing a PRJ Code for supplier invoice processing.

Step 2:

• Written/email confirmation is required before we can proceed with this arrangement.
• Confirm with the requester if a quote is required.
• Book the shipment as usual, using ‘XXX’ as the billing reference.
  
  

~ Shipment is processed and completed ~

Step 3:

Once the job is completed, the supplier invoice will display ‘XXX,’ triggering the Freight Charges Recovery Process – ‘Without PO’ Roadmap.

• Annotate the supplier invoice with the requester’s PRJ Code for charge allocation.
• Complete a TIR (Link) with the requester’s PRJ Code for reimbursement and email it to Accounts Payable/Accounts Receivable.
• Use the subject line: "Freight Charges Recovery 'Without PO' – Supplier / Customer Name / Air Waybill Number."

Accounts Payable

Step 1:

• Freight invoice is raised in Workday, coded to the spend category 'Freight Recovery' with the PRJ Code provided by Shipping.

• Shipping’s email is attached to the invoice for reference.

Step 2:

• Accounts Payable forwards the original email received from Shipping to Accounts Receivable, confirming that the freight invoice has been created.

Accounts Receivable

Step 1:

• An invoice noting the Air Waybill is created in Workday, coded to the revenue category 'Freight Charges' with the PRJ Code provided by Shipping.

Step 2:

• Accounts Receivable sends the invoice to the requester (WEHI staff member), who will coordinate its issuance to the collaborator.