Unique IDAS-0480Start dateBetween 1st January 1989 and 1st January 1991Start date qualifiercircaDescriptionThis series consists of invoices from suppliers which are forwarded to the Accounts Payable section for authorisation of payment. Their details are entered into the Purchasing computer system by the Central Purchasing branch and are taken into the MIDAS (accounting) system, linked by the creditor (supplier) number. They are checked by Accounts Payable clerks who stamp them if all details are correct. The same details are checked the following day against the audit trail from the MIDAS system and the invoice are then stamped "passed for payment".
Any invoices whose computer details do not pass the checks are negated and the paper work is returned to Central Purchasing for correction and resubmission. The cheque run (each Tuesday , done by the City Council computers) prints the cheques and remittances in credit or number order.
The invoices are then put away in alphabetical order (name of supplier or creditor) in year groups. The system of paying on invoice superseded the old system of paying on G.W.S forms (goods received sheets) with attendant documentation in August 1989. It was in turn superseded by the "warrant system" in which all documentation - requsition, original order, G.W.S., invoice etc - is forwarded to Account Payable to hold and authoise payment.
The invoices come in all varieties of size and format. They can be identified as Accounts Payable records by the two rectangular stamps, the critical one being "Passed for Payment" , usually in red ink.
Start Date qual:
Start Date: 01/01/1989
End Date qual:
End Date: 01/01/1991Relationship summaryCREATED BY: South Sydney City Council Finance and Administration Department AG-0031 (01/01/1989) LanguageEnglish (eng)
Access
Public access statusOpen to public accessPublic access noteAccess Notes:
Restriction Category:
Identification and Arrangement
Source system ID480System of arrangementAlphabetical within years
Council of the City of South Sydney Invoices [AS-0480]. City of Sydney Archives, accessed 21 Apr 2024, https://archives.cityofsydney.nsw.gov.au/nodes/view/63118
