Procure to Pay Systems Delivery – July 2017
Basware New User Form
Please complete the appropriate sections of this form to provide System Administrators with the details required for adding a new user to Basware
Invoice Processing (IP) and Purchase Management (PM). Refer to page 2 of the form for details and instructions.
U SER D ET AIL S
Surname
First Name
Username
User Position Number (PSM Only)
Phone Number
Email Address
Department
Division / Business Unit
Masterpiece Org. Number
Cost Centre
Purchasing Financial Delegation (PM)
Invoice Payment Delegation (IP)
Employee Number
$
$
IN VOIC E PRO C ESSIN G ( IP) D ET AIL S
IP Role
IP User Group (or Business Unit)
Reviewer
Approver
Reporting (see notes)
PU R C H ASE M AN AG EM ENT ( PM ) D ET AI L S
PM Role
Requisitioner
Default Invoice address (if required)
Default Delivery address (if required)
Approver
None (exclude from PM)
M AN AG ER / R EPO RT ING D ET AIL S (M UST B E A C U R R ENT B ASW AR E U SER )
Manager Name
Manager Position Title
Position #:
Escalate To user: (if not Line Manager)
Update Escalate to user for the following users Update new escalation Basware user for the following users:
(if new user is an Escalation point):
;
;
AU T H OR IS AT IO N –
THIS FORM MUST BE SIGNED BY A DIRECTOR PRIOR TO SUBMISSION FOR
CHECKING AND APPROVAL
Director Name
Director Title
Director Signature
Date:
SU BM IT COM PL ET ED FO R M FO R CO N FIRM AT ION AN D AP P R O V AL
This form must be duly authorised by the Team Leader, Accounts Client Services for checking and approval 13th
Floor Education Centre R11/17 or email to [email protected].
Signed _______________________________________
Date ____________________.
Basware New User Form
Changes to this form must be approved by Shared Services SA Procure to Pay Systems DeliveryTeam
Page 1 of 3
U SER D ET AIL S
Username
The user’s Windows and network login user name
First Name/Surname
Complete in full
Employee Number
The user’s employee number, as recorded in the Valeo payroll system
User Position Number
Record the position number, as recorded in the Valeo payroll system
Division / Business Unit
May also be referred to as work group or organization unit, for example, HR, ICT,
Finance, etc
Masterpiece Org No.
Organisation number from Masterpiece
Cost Centre
Cost Centre, project code or similar code, if applicable
Purchasing Financial
Delegation (PM)
The PM Financial Delegation limit of the user if the user is an Approver
Invoice Payment
Delegation (IP)
The IP Invoice Payment Delegation limit of the user if the user is an Approver
IN VOIC E PRO C ESSIN G( IP) D ET AIL S
IP Role
Approvers can approve invoices
Reviewers can review / certify invoices for accuracy and apply coding details etc.
Also referred to as certifiers or coders
Reporting role requires special authorisation
IP User (or Business Unit)
Name of User Group or Business Unit
PU R C H ASE M AN AG EM ENT ( PM ) D ET AI L S
PM Role
Approvers have delegated authority to approve requisitions and invoices as per
their authorisation limits. Approvers may also have requisition rights, but cannot
approve their own requisitions
Requisitioners have authority to create requisitions for the procurement of goods
and services
None – IP-only user: Do set user up in PM
Default Delivery Address
Default address (if required) that goods and services can be posted to
Default Invoice Address
Default address (if required) that Invoices can be posted to
M AN AG ER / R EPO RT ING D ET AIL S
Manager Name
The first name and surname of the user’s manager
Manager Position Number
The manager’s position number, as recorded in the Valeo payroll system
Escalate To
Nominate the Basware user to which any invoice (originally sent to you for action)
should be escalated to if action remains outstanding after six (6) calendar days
Update Escalate To
Nominate the Basware user(s) for which the new user will be the escalation point
for any invoice (originally sent to them for action) should be escalated to you if
action remains outstanding after six (6) calendar days
Basware New User Form
Changes to this form must be approved by Shared Services SA Procure to Pay Systems DeliveryTeam Team
Page 2 of 3
Prior to being approved this form must be approved by the Team Leader, Accounts Client Services, Level 13,
Education Centre, Courier 11/17 or email to [email protected].
Note it is the responsibility of the individual Basware user to set up their invoice back up Basware
user in IP ThinClient prior to commencing their period of absence.
Basware New User Form
Changes to this form must be approved by Shared Services SA Procure to Pay Systems DeliveryTeam Team
Page 3 of 3