Shipping

Step 1:

• The requester (WEHI staff member) completes the Shipping Request form, selecting "Receiver (via official reimbursement)".

Step 2:

• WEHI Logistics requests a freight estimate from the most suitable courier/s.
• A PO request is sent to the collaborator to serve as an agreement to cover the final freight cost.
• Once the PO is received, WEHI Logistics arranges the shipment stating 2050 as the billing reference.

~ Shipment is completed and supplier invoice is sent ~

Step 3:

• Make sure the supplier invoice is annotated with the '2050' for charge allocation.
• At the same time complete a TIR (Link) with the '2050' allocated for reimbursement and email it, with the supplier invoice and collaborators PO* to Accounts Payable/Accounts Receivable.
• Use the subject line: "Freight Charges Recovery 'With PO' – Supplier / Customer Name / Air Waybill Number / Supplier Invoice number"

* (Please note the PO might be of different value to the supplier invoice)

~ Payment is processed and completed ~

Step 4:

Once confirmation of payment is sent to shipping@wehi.edu.au reconcile records (Shared folder: Billing Reconciliation - Credit notes & 2050 Account).

Accounts Payable

Step 1:

• The freight invoice is raised in Workday, coded to the spend category "Freight Charges Recovery," with the shipping email attached to the invoice.

Step 2:

• Accounts Payable forwards the original email from Shipping with the supplier invoice, tax invoice and to Accounts Receivable, notifying them of the Freight invoice creation.

Accounts Receivable

Step 1:

• The invoice, including the Air Waybill, is created in Workday and coded to the revenue category 'Freight Charges Recovery.'

Step 2:

• Reconciles the Freight Charges, coded to GL 2050, ensuring the debit and credit match and the balance clears to zero.

• Send confirmation of payment to shipping@wehi.edu.au for them to reconcile their records.