Procedure to commence a lease

You are able to lease standard equipment directly through the IT Purchasing website:

An Order Number will be generated at this time. 

Or if preferred

The user fills out a purchase order form with appropriate authorisation as for a purchase.

The purchase requisition has the following additional details provided to the supplier

  • user name
  • Campus
  • Cost Centre or Project Code
  • "To be leased through Macquarie Bank"

The completed purchase order is processed the same way as a normal purchase order, with a copy of the order being sent to IT Purchasing. IT Purchasing will order the equipment and arrange delivery to the local IT team.

The equipment is delivered

The vendor invoices Macquarie for the equipment with the following information:

  • ACU Purchase order number
  • Asset Description
  • Barcode number (if there is one)
  • Serial number (if there is one)
  • Cost Centre or Project Code
  • Campus location
  • user name

Macquarie sends IT Purchasing a Goods Schedule each month.

IT Purchasing checks that each new item has a matching purchase order and that the item has been delivered. This listing is then sent to the Cost Centre/Project Code Manager for confirmation the information is correct. The updated listing and Goods Schedule is then sent to the Acting Director / Director- Information Technology to authorise the Goods Schedule.

An invoice is raised by Macquarie, sent to IT Purchasing for checking and signature by the Acting Director / Director-Information Technology.

Attached with each invoice is a breakdown (one page for each Cost Centre or Project Code) of the following information:

  • Asset Description
  • Barcode (if there is one)
  • Serial number (if there is one)
  • Purchase Price
  • Rental
  • Start date
  • End date
  • Cost Centre or Project Code
  • Campus
  • User
  • Cost Centre or Project Code and location

The invoice is forwarded to Finance for payment and distribution of asset and leasing costs from each cost centre. At the commencement of each year, a listing of all leased assets under the relevant cost centre/project code  is sent to each Cost Centre Manager.