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Ordering a multi-function device/photocopier

The quote/order process

The university is leveraging the NSW government contract 2390 for the purchase of multi-function devices. The following suppliers are under this contract:

  • Kyocera Mita Australia www.kyoceramita.com.au
    Contact: Brett Williams
    Phone: +61 2 9888 9999
    Mobile: 0414 485 876
    Fax: +61 2 9888 9289
    Email:
    2 Giffnock Avenue
    North Ryde NSW 2113
  • Canon Australia Pty Ltd www.canon.com.au
    Contact: Nigel Caygill
    Phone: +61 2 9805 2500 / 0417 286 745
    Fax: +61 2 9887 3137
    Email:
    1 Thomas Holt Drive
    North Ryde NSW 2113
  • Toshiba (Australia) Pty Ltd www.eid.toshiba.com.au
    Contact: Rob Peberdy
    Phone: +61 2 9887 6054
    Fax: +61 2 9888 6054
    Email:
    12-24 Talavera Road
    North Ryde NSW 2113

Please mention contract 2390 when contacting any of the suppliers. This should also be referenced in the Purchase Order.

Any lease arrangements must be through Alleasing. As well as a quarterly lease payment, departments pay a monthly usage fee, calculated using the number of copies multiplied by the copy cost. This covers toner and maintenance.

Obtaining a Quote

  1. To obtain a quotation or discuss your requirements from a supplier, visit their website or email the University’s account manager as detailed above:
    Kyocera: Richard Schroeder
    Canon: Nigel Caygill
    Toshiba: Rob Peberdy
    Please mention contract 2390 when contacting any of the suppliers. This should also be referenced in the Purchase Order.
  2. When you have decided what model and configuration, notify the account manager who will then send you an information pack containing a quote, equipment order form, Service Level Agreement, or End User Agreement (SLA) and, if you require your current copier removed, a disposal form.
    (If the asset is owned by the University, you need to complete an asset disposal form and check if there is any trade in value. If it is a leased asset, the department must arrange the return the machine to the finance provider.)
  3. Please mention contract 2390 when contacting any of the suppliers. This should also be referenced in the Purchase Order.

Leasing a Device

  1. Fill out an External Requisition form, Departmental Accounts details form and send or fax a copy of these plus the quotation form to the Purchasing Department.
    The lease Classification is 5252.
    Invoice Address: Alleasing Finance Aust P/L
    Please mention contract 2390 when contacting any of the suppliers. This should also be referenced in the Purchase Order.
  2. Purchasing then sends an official University of Sydney Order to your choice of supplier. (Internal customer can view the details of the PO on the University PeopleSoft system)
  3. Upon receipt of the official order, your supplier organises and informs you of the delivery date of your device. Delivery is within 3-5 working days.

Registering the asset in Archibus

The equipment must then be Goods Receipted into the lease administration system, (currently Archibus/FM) by the asset custodian (usually the person who has ordered the device). Archibus can be accessed online at the following address: sydney.edu.au/finance/about/archibus_access.shtml

This must be done promptly to ensure:

  1. that you acknowledge receipt of the device and it is in working order
  2. that the lease term matches the warranty period for the asset
  3. that Alleasing is authorised to pay the supplier

Where you do not have access to Archibus please use the Lease Form and fax to 9351 8729.

Lease Documentation & Commencement

The asset entry in Archibus is reconciled against the invoice advice by you, the lease administrator.

Alleasing Finance Pty Ltd is instructed to issue an acceptance certificate for the reconciled items.

Documentation is signed and the lease commences.

Rentals are invoiced and charged against the custodian’s responsibility centre as recorded in the asset management system.

Determining Lease rates

If you have Unikey access you can login to the following site to determine lease rates, as well as the lease commencement and end of lease process:
Lease rates: sydney.edu.au/finance/purchase_pay_lease/leasing/leasing.shtml

Click on Leasing terms (periods) and costs on the left hand side of the page and sign in.

Click on Lease Payment Calculator to determine your rates and costs.

The Billing Process

Quarterly leasing payments are automated via Alleasing.

Copier usage reports are sent to UPS, who check the usage rates and then upload the data into PeopleSoft. The expense is then debited from your account, appearing as a journal transfer.

Departments can obtain usage reports directly from Kyocera to confirm any suspected discrepancies.

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