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Accessible letters for customers who are blind or have low vision 008-01030100

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This page contains information to assist with setting up, stopping and reformatting accessible letters for customers who are blind or have low vision.

On this page:

Registration or cancellation for accessible letters

Receiving mail that cannot be reformatted

Fillable forms

Printing Avery labels for accessible letters

Access to shared folder

How to reformat letters

Braille letters

Accessible letters - large font

Accessible letters - telephone

Purchasing Vision Australia confirmation


Registration or cancellation for accessible letters

Table 1: this table describes how to set up or stop accessible letters for customers who are blind or have low vision.

Expand table

Step

Action

1

Customer contacts about the accessible letters service

If the customer:

2

Prerequisite for service

A customer must have a disability or medical condition affecting their vision to be able to access this service. Customers whose payment is suspended can still be considered for the service.

If a customer has a disability or medical condition affecting their vision, it may be on the Medical Condition (MC) screen. If it is not recorded on the MC screen, it is not appropriate to request the customer provide evidence of their disability or medical condition. In these cases, verbal information from the customer or nominee is sufficient to register the customer for accessible letters.
Do not record the medical condition or disability on the MC screen based on this verbal information.

Does the customer have a disability or medical condition affecting their vision?

3

Advise customer of accessible format options

To help customers make an informed decision about accepting the service, tell them:

  • if they access this service, they must agree to have their postal address recorded as the Accessible Letters Manager. This is the only way Centrelink can identify and intercept a customer's mail for conversion to the customer's preferred format
  • after letters have been identified and converted to the preferred format, the original copies and reformatted letters are sent to the customer's residential or nominated postal address
  • If the customer does not agree to having their postal address recorded as the Accessible Letters Manager they will not be able to access this service. Go to Step 4

Explain the alternative format options available:

4

Customer is unable or does not want to participate in the service

Use Fast Note - select Auto text, Disabilities > Updates > search for Accessible Letters Service - Customer no. Record the following details in the DOC:

  • Customer has not been included in the Accessible Letters service
  • Reason:
    • Customer does not have a medical condition or a disability affecting their vision [delete if not applicable]
    • Customer not prepared to change postal address [delete if not applicable]
    • Select > Document Completion > Yes, to close the DOC on completion

Discuss other support options available based on the customer's preference and circumstances. See Providing services to customers with disabilities or medical conditions.

Procedure ends here.

5

Customer wants to cancel the service

When a customer requests to cancel the service:

Update Display on Access (DOA) DOC

End date the postal address

  • Go to Address Summary (ADS) or ADH screen
  • Enter End Date of POSTAL ADDRESS from yesterday's date to ensure any future mail is sent to the correct address
  • See Updating address details

Update the Other Contact Details (OCD) screen

  • Go to the OCD screen
  • De-select the Special Contact Consideration option the customer has chosen as their accessible letter preference

Note: if a Nominee is using the accessible letter service, the Service Officer may need to access the Nominee Address Summary (NOADS) screen after the address change as the link interferes with the finalising of activity. Type 'L' next to the customer to select the link, then choose 'NO' radio button to not change the customer address.

Finalise the activity.

Procedure ends here.

6

Braille

Tell the customer:

  • Vision Australia Foundation will convert a copy of the letter to braille within 2 weeks
  • the original unformatted letter will be sent to them
  • a Service Officer will attempt to contact them by phone if the letter has information that is considered urgent, important or affects their payment. For example, upcoming reviews, forms or appointments

For more details on braille letters, see Table 7.

Go to Step 10.

7

Large font

Tell the customer:

  • the original unformatted letter and the converted letter will be sent to them
  • a Service Officer will attempt to contact them by phone if the letter has information that is considered urgent, important or affects their payment. For example, upcoming reviews, forms or appointments

See Table 8 for more information on large font.

Go to Step 10.

8

Telephone

Tell the customer:

  • they will be contacted by phone during business hours and advised a letter has been sent to them
  • the content of the letter will be read to them
  • if applicable, they will be advised of any due dates, upcoming reviews, forms or appointments
  • the original unformatted letter will be sent to them

See Table 9 for more information on telephone contact.

Go to Step 10.

9

Updating postal address and other contact details

Tell the customer only one postal address can be recorded with Centrelink.

If the customer insists on maintaining a postal address other than their residential address, record their existing postal address on the Display on Access (DOA) DOC when running the Accessible Letters Fast Note.

Update the customer's postal address before creating the Accessible Letters Fast Note.

Note: do not change the partner's address.

To update the postal address in Customer First with the correct details, complete the following fields on the Address Details (AD) screen:

  • Suburb or Post code, Geelong 3220 > Continue
  • Street address field, key 'Care Of' > Continue to allow 2 address type fields to populate
  • Address line 1, key Accessible Letters Manager
  • Address Line 2, key PO Box 263 (remove 'Care Of')
  • Source, key details
  • Receipt Date, key details > Continue and finalise the workflow

If the customer is eligible for a concession card, update their preferred delivery address to ensure the concession card is not sent to the Accessible Letters Manager.

To update special contact considerations:

  • Go to the Other Contact Details (OCD) screen
  • Select the customer's preferred accessible letter format from Special Contact Considerations. Note: options are currently limited to braille and large font

Once the customer's address and contact details have been updated, create the DOA DOC:

  • Use Fast Note- select Auto text > Disabilities > Updates - Accessible Letters Service - Customer in
  • Check the ‘Display on access’ is ticked - add tick if not shown
  • Select Confirm

For customers in receipt of Disability Support Pension (DSP) (Blind) or Age Pension (Blind), use default DOA of BLI.

For all other customers, change DOA reason to SCC - Special Contact considerations.

Leave the expiry date blank.

Select Confirm.

Changes are required to the following DOA text:

  • Customer has been included in the Accessible Letters Service
  • Customer's choice is:
  • Telephone [delete if not applicable]
  • Large font [delete if not applicable]
  • Braille [delete if not applicable]
  • Customer's postal address has been changed to:
    • Accessible Letters Manager
      PO Box 263
      Geelong VIC 3220
  • Document Completion is set to Yes
  • Does the customer require their formatted letter to be sent to their own postal address if different to the home address?
  • Yes, postal address is [key address]. Note: if the customer has a partner recorded, ensure Make Partner the Same field is 'No'
  • No, if the customer does not agree to the alternative recording of the postal address, go to Step 4

See Creating, reviewing and deleting documents (Fast Note, Callbacks, ACTDOCs and DOA DOCs).

Note: compact disc is not currently being used as a format for accessible letters due to compatibility issues with Windows 11.

Procedure ends here.

10

The customer is deceased

If Services Australia has been advised that the customer is deceased, end date the Accessible Letters Manager postal address on the ADH screen:

  • Go to Address Summary (ADS) or ADH screen
  • Enter End Date of POSTAL ADDRESS from yesterday’s date, to ensure any future mail is sent to the correct address
  • See Table 8 in Updating address details
  • Finalise the activity

See also, Centrelink - Notification, confirming and recording a death.


Receiving mail that cannot be reformatted

Table 2: this table describes the process when Services Australia receives mail for a customer using the accessible letter service that cannot be reformatted.

For the Geelong 24x7 team only.

Expand table

Step

Action

1

Non-Centrelink mail, publications or pension concession cards (PCC), or health care cards (HCC) received

Non-Centrelink mail, publications, health care cards are sometimes received through the Accessible Letters Manager mail address.

Note: letters about aged care fees can be reformatted and are identified by the barcode AGC2.

Mail that may be received includes:

  • CCIS - health care card redirect
  • CCAP - preferred address

In these cases, the mail must be forwarded it to the customer's preferred postal address.

Publications require a sticker to be placed over the address on the envelope and the customer's address written on it. The letter can then be sent to the customer. Note: do not cover the customer's name on the envelope.

If a claim form is received. reformat the cover letter. The form itself is not altered.

2

PCC or HCC received

If a PCC or HCC is received, update the address on the card so that it is sent directly to the customer for future reissue. This can be done on the CCIS screen and through the preference options for the card type.

See also Preferences for concession cards.

Other items that Centrelink may receive can include Pension Publications and Medicare correspondence. Place a sticker over the address on the envelope and write the customer's address on it.

3

Non-Centrelink mail
  • Non-Centrelink mail may need to be opened to see enough details to find the customer's record
  • Locate the customer's record (must be able to match 3 points of ID)
  • Forward the letter to the customer - Do not create a Fast Note
  • Record that the letter was forwarded to the customer in the Accessible letters register

Unable to locate/match customer:

  • Mark the envelope as RTS and place in 'out' box at the mail point. This will go back to Australia Post who will return it to the company/person it was sent from
  • Record that the letter was marked RTS to Australia Post in the Accessible letters register. See the Resources page for file path

4

No home address on record (cannot update CCIS) to reissue the PCC or HCC

The PCC or HCC is not stored. They are securely destroyed. Customers can order a new card when they update their address.

If the customer has no home address on record and only has the Accessible Letters Manager address, the CCIS preferences cannot be updated.

Use Fast Note to update the record using the template below:

  • Channel: INT-Internal Channels
  • Source: INT-Internal
  • Extra Details: Accessible CC Securely Destroyed
  • Text: Concession Card received with expiry date DDMMYYYY - this could not be forwarded to the customer as there is no home address listed. CCIS is unable to be updated. Card has been securely destroyed

See Creating, reviewing and deleting documents (Fast Note, Callbacks, ACTDOCs and DOA DOCs)


Fillable forms

Table 3

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Step

Action

1

Customer requests a fillable form

Fillable form:

  • Fillable PDF forms can be completed by customers electronically using dropdown boxes and fillable fields
  • Fillable forms are available on the Services Australia website

If the customer requests a fillable form for modules and forms, go to Step 2

Note: fillable forms cannot be signed electronically. It must be printed and signed.

2

Forms

Fillable forms can be opened from the Services Australia website, see the Resources page for a link.

Search forms by title or form number.


Printing Avery labels for accessible letters

Table 4

For the Geelong 24x7 team only.

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Step

Action

1

Avery labels

Find the 'NEW ARTICLES FOR BLIND' templates for Avery labels. See the Resources page for file path.

2

Open the template
  • Select File > Print
  • Select Printer Properties
  • Change the Paper Selection
  • Select the Dropdown > Select by Tray > Bypass Tray
  • Change 2-sided printing option to '1-sided printing' using the dropdown
  • Select 'OK'
  • Adjust the amount of copies needed using the arrow buttons
  • Select Print
  • Select 'OK' on the pop-up message before going to the printer
  • At the printer, place the blank label paper label side down in Tray 5 (on the left-hand side of the printer)
  • Log into the printer and print the document

Note: the sides of the printed labels may have some of the border cut off due to the narrow margins. Do not make any adjustments to these.


Access to shared folder

Table 5

For the Geelong 24x7 team only.

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Step

Action

1

Request access to complete this work
  • Go to ICT Security Portal
  • Request resource
  • Active Directory/ shared folders search using name: 'Electronic document classification'
  • Select 'all staff' option
    Note: all staff have access to this resource

Complete the following:

  • Access for: select 'Me'
  • Reason: Access required for accessible letters processing
  • Category: Shared Folders
  • Filter by: Name
  • Containing: Electronic Document
  • Resource to Request: 61042783 - Electronic Document Classification Technical-RW (ISP Category: Shared Folder)
  • Submit

How to reformat letters

Table 6: this table describes how to reformat a letter.

For the Geelong 24x7 team only.

Expand table

Step

Action

1

Open the accessible letter envelope to locate CRN

Review the customer's record to determine the required action.

Check for the following:

  • DOA DOC which will advise the choice of service the customer is registered for:
    • Large font
    • Braille
    • Telephone
  • If there is not a DOA DOC on the customer's record go to the Document List (DL) screen to establish what service the customer needs
  • Record a replacement DOA DOC if there is not one on the record. See Table 1 > Step 10
  • Go to HS screen to obtain the letter's form code

2

Accessible letters template
  • Locate letter template. See the Resources page for file path
  • Find a similar letter
  • Select the letter
  • Update as required
  • If no template exists, create one from the letter

Note: nominees who are vision impaired will require the same process. Make sure the letter is sent to the nominee.

  • Go to the Accessible Letters Register (see the Resources page for file path)
  • Register the letter

Braille letters

Table 7: this table is for customers who have selected braille letters. Their letters are reformatted to size 12 Arial which is sent to Vision Australia to turn into braille. Letters are processed using Microsoft Office Word.

For the Geelong 24x7 team only.

Expand table

Step

Action

1

Open Customer First
  • Access the customer's record using the CRN in the letter
  • Check the Display On Access (DOA) DOC on customer's record to determine the reformatting option the customer has chosen
  • Scroll to the bottom of the DOA DOC to determine if there is another postal address that the customer wants it to be sent to or if the customer has changed the Accessible Letter preference
  • If no DOA exists, check DL as the Fast Note may have expired. If this is the case, place a new DOA Fast Note on the customer's record. (See Table 1 > Step 9)
  • Check the OCD screen for the letter option chosen. If this has not been recorded, select the customer's preferred accessible letter format from Special Contact Considerations and finalise. Note: options are currently limited to braille and large font

See Creating, reviewing and deleting documents (Fast Note, Callbacks, ACTDOCs and DOA DOCs).

2

Check for the letter

Go to the History Summary (HS) screen. Identify the appropriate letter from the date. Take note of the letter code.

If viewing the letter on the HS screen in Customer First:

  • History Id: locate it in the barcode on the letter. For example, CLK2LETTERA123456789001
  • Date Cr.: Date on the letter
  • L/C: Letter Code (use this code to search for the template)
  • Dlvry: LET (delivered to the customer by letter)
  • Recipient: will have the name of the Customer / Nominee / Organisation that the letter was sent to

Note: letters with AGC2 barcode will not show on HS screen - the templates for these letters will start with 'AGC2'.

  • Once the letter code is known, search the template with that letter code. See the Resources page for file path
  • If there is no template, retype a new letter. The letter content might be able to be copied from HS, if not retype all. Go to Step 5 to create a new template

Do not transfer to braille format if letter is a form (for example, SA383) to be completed by the customer. Include the form with cover letter to send to Vision Australia or forward direct to customer if no cover letter.

3

Save a copy of the template

Save As a temporary template to the desktop using the customer's name and print date on the letter, for example John Citizen 21.06.23. This is to prevent the template from being overridden. Do not delete until electronic version has been emailed to Vision Australia and letter has been printed to be sent by post. Delete the temporary template after these have been done.

Do not include the CRN in the document title.

4

Use an existing template
  • Update the relevant highlighted sections of the letter (for example, address and payment details) on the template
  • Remove any sections that are not needed
  • The reformatted letter must match the physical letter as much as possible

Save the reformatted letter before closing the program.

Go to Step 6.

5

Create a new template

Open a new Microsoft Word document and the 'Basic Braille Template.' See the Resources page for file path.

On the new blank document:

  • On the Layout tab, change the margin size to 'narrow'
  • Use the template to copy and paste the relevant section from the template to the new letter

Note: use 'Keep Source Formatting (K)' paste when pasting.

  • Make sure that the font is Arial Size 12 and check the spacing and gaps so that the letter looks like the original
  • Do not include customer information when creating a template
  • Do not include the Centrelink logo as Vision Australia are not able to reformat this
  • Use Ctrl+Shift+* to turn on 'paragraph marks' to show all the spaces and breaks in the letter
  • The text of the letter should be Arial Size 12
  • Paragraph spacing as per normal text is okay
  • Dot points are allowable but no indentations
  • All text must align on the left side (left justified)

All the gaps at the end of each row of text need to be removed. This is extremely important for braille letters as Vision Australia have difficulty reformatting the letter so that the customer can read it if they are left in.

See the Resources page for an example of the letter.

Save As a temporary template to the desktop using the customer's name and print date on the letter, for example John Citizen 21.06.23. This is to prevent the template from being overridden. Do not delete until electronic version has been emailed to Vision Australia and letter has been printed to be sent by post. Delete the temporary template after these have been done.

Fill out the customer information as in Step 4.

6

Complete a Fast Note on the customer's record

Use the Fast Note workflow to create a DOC. See the Resources page for approved text.

Change the Channel and Source for the Fast Note to:

  • Channel: INT-Internal Channels
  • Source: INT-Internal
  • Select Custom Text

Fast Note text:

7

Put letter in a large envelope

Put the original letter in a large envelope with the customer's name and address on the front.

Do not seal the envelope.

Note: envelopes containing a braille letter must have a return address written on the back. Write the Accessible Letters Manager address on the back of the envelope, ensuring it is legible.

Go to Step 8.

8

Finalise braille letters - send email

For customers, who have selected braille letters, letters are reformatted and sent to their home address.

Send an OFFICIAL: SENSITIVE email before 12 noon MONDAY to the Vision Australia email address and cc in the Accessible Letters Manager. Put the number of letters needing reformatting in the subject line and attach the letters to be reformatted to the email.

The email template for sending braille letters is on the Resources page.

9

Finalise braille letters - post envelope

Do not put postage stamps on envelopes with braille letters.

Place unsealed envelopes into an Express Post envelope and seal.

On the Express Post envelope fill in the:

  • address details for Vision Australia
  • return address to the Accessible Letters Manager

To Record the Tracking Number:

Open the Braille Invoicing_Vision Australia spreadsheet:

R:\NAT\OPSMGT\OPPLNHIC\Electronic_Document_Classification_All_Staff\Accessible letters\Invoices

  • Column A 'Date' - write the date that the braille letters were sent
  • Column B 'Registered Post No.' - type in the express post tracking number
  • Column C 'Number of letters sent' - type the number of letters that had been sent
  • Column D 'Actioned' - this is for the invoicing process only, to be marked as 'yes' once the invoice has been verified

Record the tracking number in the Accessible Letters Register.

10

The Accessible Letters Register

Update the customer letter details in the Letters Register tab with BRAILLE in the 'Action Required' column.


Accessible letters - large font

Table 8: this table is for customers who have selected large font. Their letters are reformatted to Arial size 18 pt, which is then sent to the customer. Letters are processed using Adobe Acrobat.

For the Geelong 24x7 team only.

Expand table

Step

Action

1

Check Display On Access (DOA) DOC
  • Access the customer's record using the CRN in the letter
  • Check the Display On Access (DOA) DOC on customer's record to determine the reformatting option the customer has chosen
  • Scroll to the bottom of the DOA DOC to determine if there is another postal address that the customer wants it to be sent to or if the customer has changed the Accessible Letter preference
  • If no DOA exists, check DL as the Fast Note may have expired. If this is the case, a new DOA Fast Note must be placed on the customer's record. See Table 1 > Step 9
  • Check the OCD screen for the letter option chosen. If this has not been recorded, select the customer's preferred accessible letter format from Special Contact Considerations and finalise. Note: options are currently limited to braille and large font

See also Creating, reviewing and deleting documents (including Fast Notes and DOA DOCs)

2

Check HS screen

Go to the History Summary (HS) screen. Identify the appropriate letter from the date.

If viewing the letter on the HS screen in Customer First:

  • History Id: locate it in the barcode on the letter. For example, CLK2LETTERA123456789001
  • Date Cr.: Date on the letter
  • L/C: Letter Code (use this code to search for the template)
  • Dlvry: LET (delivered to the customer by letter)
  • Recipient: will have the name of the Customer / Nominee / Organisation that the letter was sent to

Note: letters with AGC2 barcode will not show on the HS screen - the templates for these letters will start with 'AGC2'.

Once Service Officers have the letter code, search the template with that letter code. See the Resources page for file path.

If there is no template, retype a new letter. The letter content might be able to be copied from HS. If not, retype all, go to Step 5 to create a new template.

3

Save a copy of the template

Save As a copy of the template before making changes to it as below.

Save As a temporary template to the desktop using the customer's name and print date on the letter. For example, John Citizen 21.06.23. This is to prevent the template from being overridden. Delete the customer version after the letter is printed.

4

Use an existing template
  • Update the relevant highlighted sections of the letter (for example, address and payment details) on the template. Remove any sections that are not needed
  • The reformatted letter must match the physical letter as much as possible
  • Save the reformatted letter before closing the program

Go to Step 6.

5

Create a new template

Open a new Microsoft Word document and the Basic large font Template.

On the new blank document:

  • On the Layout tab, change the Margin size to 'narrow'
  • Use the template to copy and paste relevant section from the template to the new letter
  • Use 'Keep Source Formatting (K)' paste when pasting
  • Make sure that the font is Arial size 18 pt and check the spacing and gaps so that the letter looks like the original
  • Do not include customer information when creating a template
  • Do not include the Centrelink logo, as the computer program cannot read this
  • The text of the letter should be Arial size 18 pt
  • Paragraph spacing as per normal text are allowed
  • Dot points are allowed, but no indentations
  • All text must align on the left side (left justified)

Save the template as 'LETTERCODE LETTER TITLE'. For example, PENREA Exchange Rate Statement. See the Resources page for file path.

Save As a temporary template to the desktop using the customer's name and print date on the letter. For example, John Citizen 21.06.23. This is to prevent the template from being overridden. Delete the customer version after the letter is printed.

Fill out the customer information as in Step 4.

6

Put the original letter in a large envelope

Place the original letter in a large envelope with the customer's name and address on the front.

7

Post the large font letter

Place the large font letter in the large envelope.

Seal the envelope.

Note: large font letters must have a return address on the back of the envelope. Write the Accessible Letters Manager address on the back of the envelope, ensuring it is legible.

8

Complete a Fast Note on the customer's record

Use the Fast Note workflow to create a DOC. See the Resources page for approved text.

Change the Channel and Source for the Fast Note to:

  • Channel: INT-Internal Channels
  • Source: INT-Internal
  • Select Custom Text

Add text:

  • Extra Details: Accessible Letters BRAILLE
  • Text: Letter <LETTER CODE> dated DDMMYYYY reformatted to braille. Sent to Vision Australia on DDMMYYYY
  • Select Confirm

See Creating, reviewing and deleting documents (including Fast Notes and DOA DOCs)

9

Update letter details

Update the customer letter details in the Accessible Letters Register spreadsheet with large font in the 'Action Required' column.

Place the sealed envelope in the 'out' tray at the mail point to be sent to the customer.


Accessible letters - telephone

Table 9: this table is for customers who have selected telephone contact. Staff will call the customer and read the letter to them.

For the Geelong 24x7 team only.

Expand table

Step

Action

1

Check Display On Access (DOA) file note
  • Access the customer's record using the CRN in the letter
  • Check Display On Access (DOA) DOC on customer's record to determine the reformatting option the customer has chosen
  • Scroll to the bottom of the DOA DOC to determine if there is another postal address that the customer wants it to be sent to or if the customer has changed the Accessible Letter preference
  • If no DOA exists, check DL as the Fast Note may have expired. If this is the case, a new DOA Fast Note must be placed on the customer's record. See Table 1 > Step 9

See Creating, reviewing and deleting documents (including Fast Notes and DOA DOCs)

2

Check HS screen

Go to the History Summary (HS) screen. Identify the appropriate letter from the date. Take note of the letter code.

If viewing the letter on the HS screen in Customer First:

  • History Id: locate it in the barcode on the letter. For example, CLK2LETTERA123456789001
  • Date Cr.: Date on the letter
  • L/C: Letter Code (use this code to search for the template)
  • Dlvry: LET (delivered to the customer by letter)
  • Recipient: will have the name of the Customer / Nominee / Organisation that the letter was sent to

Note: letters with AGC2 barcode will not show on the HS screen.

3

Contact the customer by phone

Genuine attempts to contact by phone must be made.

4

Read the letter to the customer
  • Advise the customer of the subject of the letter and read the contents
  • Initiate a Proactive conversation if appropriate. Note: For Disability Support Pension (DSP) (Blind) and Age Pension (Blind) customers, Service Officers should consider the customer's circumstances to determine which questions are appropriate

5

Post the letter

Place the original letter in an envelope, with the customer's name and address on the front.

Seal the envelope.

Note: telephone contact letters must have a return address on the back of the envelope. Write the Accessible Letters Manager address on the back of the envelope, ensuring it is legible.

6

Complete Fast Note

Use the Fast Note workflow to create a DOC

Change the Channel and Source for the Fast Note to:

  • Channel: INT-Internal Channels
  • Source: INT-Internal
  • Select Custom Text

Fast Note text:

  • Extra Details: Accessible Letters phone contact
  • Text: Letter <LETTER CODE> dated DDMMYYYY. SO contacted Customer HH:MM DD/MM/YY to read contents of letter xx. Customer requested letter be securely destroyed/ forwarded to their home address. Letter forwarded to Customer
  • Select Confirm

See Creating, reviewing and deleting documents (including Fast Notes and DOA DOCs)

7

Update letter details

Update the customer letter details in the Accessible Letters Register spreadsheet with telephone in the 'Action Required' column.

Place the sealed envelope in the 'out' tray at the mail point to be sent to the customer.


Purchasing Vision Australia confirmation

Table 10

For Geelong 24x7 team staff with purchasing access only.

Expand table

Step

Action

1

Purchase order number

The purchase order number for braille letters is 8200038912 and is renewed every year.

2

Access required

To create a confirmation against someone else's purchase order users need Purchasing Coordinator' access. This can be requested in ESSentials (go to ESSentials > Access Management > Access Requests) for the applicable agency.

Services Australia: ZC.FI.SRM.PURCH.COORD.DHS

Note: invoices are sent to a Geelong 24x7 Team Leader.

Save invoice to desktop - save as INV-VAL- (specific invoice number - in PDF format).

3

Finalise confirmation
  • Go into My Job, select Purchasing
  • Select confirmation
  • Purchase Order Number add 8200038912 > Select search and continue (on next page)
  • Confirmation Name: INV-VAL-XXXXXX
  • Add cost of invoice without GST of invoice into confirm quantity box
  • Do not check the last delivery box. This will close the purchase order number
  • Open notes and attachment tab to attach invoice
  • Select Add attachment
  • Use the check button (the 'Confirmation has no errors' message shows)

For assistance email Finance: all other teams.