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Weekly Bulletin No. 801

Week Commencing Monday 16th December

Marketplace Unavailable

Please be advised of an upcoming period of maintenance scheduled to take place on the Marketplace on Thursday 19th December 2019 from 18:30 to 20:30

We apologise for any inconvenience this may cause.

Issued by Heather Twinn- eProcurement Administrator

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Emergency Purchasing Procedures Over Christmas.

During the planned down-time of CUFS from 5pm on Monday 23rd December to 9am on Thursday 2nd January an Emergency procedure is being put in place for Purchasing. 

A Template Purchase Order is available for departments to use ONLY DURING THE SHUTDOWN PERIOD AND ONLY TO BE USED IN AN EMERGENCY. 

  • Please enter an emergency purchase order number which includes your departmental prefix for the ship-to site normally used, a sequential number and the initials of the preparer.  
  • Ensure that your department details are entered onto the template along with the full details of the items required
  • It is essential that the purchase order is signed by a CUFS approver with the relevant approval level. 
  • If a medical exemption certificate is required to accompany an order, these can be found here

Once the system is reinstated in January the use of this emergency purchase order should cease and new orders generated as normal. At this point full details from the Emergency Purchase Order must be entered into iProcurement as a non-catalogue order, cross-referencing the emergency order number and attached to the emergency document if a hard copy is printed.  

 

Deliveries:

Departments are advised to run the the Open Purchase Order report to identifiy any possible deliveries due over this period and to note details of locations, buyers etc.

If you have any questions regarding the processes above please contact the Purchasing Helpdesk on UFS_PO@admin.cam.ac.uk or (7)65101.

Issued by Karen Sheldon - Finance Training

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General Finance heading

Change of University Payment Terms

With effect from today the University’s payment terms for paying supplier invoices have been amended so that both cheques and BACS payments will become due to be paid within 30 days of the invoice date.  On CUFS the terms associated with suppliers’ accounts and printed on purchase orders will now appear as “30 days (see our terms)”

The wording of our Standard Terms of Contract has been updated and clause 15 payment terms now state:

15.  Payment
15.1  Unless stated otherwise in the Contract 

(a)  an invoice may not be submitted until we have notified you of acceptance and
(b)  we shall pay you within 30 days of receipt of a correctly rendered invoice.

These changes in payment terms do not affect supplier who may already have reduced terms. If you have any queries on this change please contact the Accounts Payable Helpdesk on 66888.

Issued by Andrew Weatherley – Manager Accounts Payable, Receivable and Cash Management

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Supplier Database - Approved Suppliers Status

With immediate effect, all suppliers with the status ‘Approved’ on CUFS, will reflect the same ‘Approved’ status in the Supplier Database.

An approved supplier provides University wide goods and services with contract and terms agreed by Procurement Services.  They may be on the Marketplace but were not competitively tendered.

A preferred supplier has been awarded a contract following a competitive process and is managed by Procurement Services. Buyers should select Preferred suppliers wherever possible.

Issued by Becky Darlow - Functional Analyst

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AR Customer Data Cleanse

We are continuing with the next stage of the AR customer cleanse.

Following an exercise which deactivated a large number of customer sites last month, and as discussed at last week’s FUG, on Friday 20th December, we will be deactivating non-research external AR customers which have had no invoices raised since 1 June 2018. If you later need to invoice a customer which we have deactivated you can request reactivation through the central AR Customer Set Up service (arcustomer@admin.cam.ac.uk). They can usually be reactivated very quickly, and the data quality and consistency can be checked when the record is reactivated.

This exercise should reduce the number of customers and sites by a large amount, and will help clear the decks for the next steps (which includes deleting multiple duplicate sites).

The benefits of this exercise include:

  • Better overall data quality and consistency
  • A more manageable customer list
  • A cleaner slate for the planned work to remove ‘striping’ at the AR Customer site level. This work will mean departments will no longer have to set up a customer site if another department is already billing the same address for a customer (bringing this aspect of AR in line with AP). AR transactions will still only be visible to the originating department.

If you have any questions on this process, please contact Bernie Parsons x65872 .

Issued by Stephen Kent-Taylor - Head of Corporate and Shared Services

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Payroll Deadline Dates and AP Payment Runs 2019 

As issued in Bulletin 799

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Training header

Training Courses

These upcoming courses have places available:

Grants P4 (Administration of Grants in CUFS), Tue 7 Jan, 13h00 – 16h30

Cognos Introduction, Thu 9 Jan, 14h00 – 16h00

Please note that this Cognos introductory course is now a pre-requisite for both General Ledger and Grants Reporting courses. These two courses (GL2 and GM2) will now focus on report outputs, so knowledge of the tool will be assumed. This change is being implemented due to feedback from our delegates on both courses and should make our offering more efficient and effective. Anyone who whose Cognos skills are a little rusty would also benefit.

For details of other training courses available please see here.

Issued by Christine Rogerson - Finance Training

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Webinar

Reminder that the Welcome to Key Travel webinar is running on Wednesday 8 January. This one hour webinar aims to assist anyone involved in University travel bookings.

Issued by Christine Rogerson - Finance Training

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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.