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Weekly Bulletin No. 786

Week Commencing Monday 2nd September



2019 Year-end checklist – Important tasks/deadlines for this week

Per the checklist on page 6 of the Year End procedures manual, departments are reminded of the following:




Mon 2 Sep


FYI - Summary Reports - Interim 3 run and emailed to departments

Wed 4 Sep


FYI - Final trust fund statement sent out to departments

FYI - Roll forward of balances - basic

Fri 6 Sep


FYI - Roll forward of balances - special

Year-end instructions for 2019 are available from the Finance Division website at

All enquiries should be directed by email to the relevant module Helpdesk.

Issued by Christine Rogerson - Finance Training


Accounts Receivable – NHS SBS Tradeshift Registration

NHS Shared Business Services Ltd (Wakefield) is in the process of rolling all its NHS Clients onto the Tradeshift platform. We now have a central registration for the University of Cambridge within Finance Division, maintained by Bernadette Parsons.  Some NHS organisations have mandated the use of Tradeshift for all invoices, some NHS organisations are using Tradeshift but can still receive their invoices by post or email and there are other NHS organisations not yet using the Tradeshift portal.  We have been told that further mandated use of the portal by NHS organisations is likely.

Our current recommendation if you are raising invoices to NHS organisations is to continue to submit your invoices as you have been doing (be that by email or post), all invoices should still be raised on CUFS in the usual way, we recommend that a PO is requested from the organisation in all instances.  If your contact at the NHS organisation advises you that you must now submit the invoices via the Tradeshift portal then contact Bernadette in the first instance with details of the NHS organisation and your invoice(s), please do not complete a Tradeshift registration in your department at this stage.

Issued by Bernie Parsons - Credit Control Manager


Supplier Database: The importance of your contact details in the University lookup service for staff who can request and amend supplier information

When submitting a new supplier request or an amendment to an existing supplier, it is vital that you have an email address in the look up service and your record is not marked as private.

The reason for this is that when you complete a request for a new supplier in the supplier database, and you click on Save on the first page after you have added Site use details, the system emails you a confirmation. If the system can’t pick up an email address it will only save data up to the point of adding a Site address, therefore the request is submitted with missing information. Whether the central team put the request On hold or Reject it, the record is locked for further update and another new request cannot be submitted due to a record already existing in the database.

Please ensure that you check you lookup record, especially if you are a new member of staff completing the process for the first time

Issued by Becky Darlow - Functional Analyst



VAT presentations

Presentations on VAT and the University, as well as VAT and Research, have been added to 2019/20 training calendar and are open for bookings. The first one is in October. Please use the links to view dates and for more information.


Training courses

There are places available for the upcoming webinar, Welcome to Key Travel, on Wed 11 Sep

Issued by George Broadhurst - Finance Training



Monthly Accounting Timetable

To view the status of the monthly process including the month end close dates please use the following link: Accounting Timetable


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Vulnerable Periods

Some systems may be unavailable between 6.00am to 9.00am Tuesdays and Thursdays. Users will be notified of planned vulnerable periods here and in the latest bulletin.