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Weekly Bulletin No. 808

Week Commencing Monday 10th February

 

Marketplace heading

 

Marketplace Unavailable – Thursday 13th February 2020

Please be advised of our forthcoming planned maintenance scheduled to take place on the Advanced Marketplace  on Thursday 13th February 2020.

The times of closure is from 6:30pm to 8:30 pm.

We apologise for any inconvenience this may cause.

Issued by Heather Twinn - eProcurement Administrator

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New Marketplace supplier

During the week commencing 10th February 2020, a new supplier will be added to the marketplace:

Contract: - SUPC Antibodies & Sera (and other related matrices) contract 2016/16 Contract reference LAB4034 SU

OXFORD BIOSYSTEMS LTD

Issued by Heather Twinn - eProcurement Administrator

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General Finance heading

 

HMRC update on EC Sales List

EC Sales List and Implementation Period

In an Implementation Period VAT rules will remain as they are now. Therefore EC Sales List will still have to be completed for your sales to VAT Registered businesses in the EU during an Implementation Period.

EC Sales List Update

All sole proprietors and partnerships that are VAT Registered in the Netherlands received a new VAT identification number in October 2019. If you have such customers in the Netherlands you must obtain their new VAT numbers as their current numbers will not be valid after 31 December 2019. If you do not have a valid VAT number for your Dutch customers you will not be able to zero rate sales to them.

The new VAT numbers will be valid and active from 1 January 2020. You must use the new number on your EC Sales List for supplied made after 1 January 2020.

For goods and services supplied in 2019 which are invoiced in 2020, you can use the old or the new number.

If you are unsure whether any of your existing Dutch customers have a new VAT number, we recommend checking with your customers as soon as possible.

Issued by Tanya Romyn - Tax Assistant

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Accounts Receivable

Some users have noticed that when raising an external invoice in Accounts Receivable they are seeing the remit to address (in the More tab of the Transaction screen) defaulting in as CRUK’s address rather than their own department’s remit to address. The remit to address will changes to your own department’s remit to address when you save the transaction, however, please be aware that if you make any changes to the customer or address after you have saved the transaction or created your invoice lines, the remit to address will revert back to CRUK and you will need to then amend the remit to address manually from the list of values before printing the transaction, therefore we would always recommend you confirm the customer and address is correct before you add your salesperson or invoice lines.

When raising an external invoice to a customer an address may default into the screen which is not the address you want, click the 3 dots at the end of the first line of the address field to get the search box, type %% then find to show the full list of available addresses.  If the address you need is not on that list please contact the Central Team as per the instructions here who will add the address to the customer for you.

Issued by Bernadette Parsons - Shared Services Manager

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Procurement heading

 

INCO® terms 2020

Good practice guides: INCO® terms 2020

Following on from changes to INCO® terms 2020 effective January 1st 2020, we thought it would be useful to construct a user guide to INCO® terms to help with general understanding for all as well as an update for those who purchase goods across the University. The guide https://www.admin.cam.ac.uk/offices/purchasing/guides/incoterms.pdf can be found on the procurement website good practice page https://www.admin.cam.ac.uk/offices/purchasing/guides/ which holds a range of guidance notes including whole life costing & CO2 calculators; sustainability guidance; grant terms and conditions and many more.

Issued by Helen Wain - Head of Group Procurement

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PPE Supply Shortages

Procurement Services have been in contact with our two main PPE suppliers Arco and LA Safety following advice which we believe is affecting all suppliers, and will impact your PPE supplies in particular face masks.

In light of increased demand for face masks due to the CoronaVirus, we have been advised that our usual demand for face masks will be supplied. However, as priority is being given to the NHS and Ambulance Trusts should you require a higher quantity than normal there may be an extended lead time.

As a result, we are asking you to consider your ongoing needs and whether they are essential. If you have a higher than usual requirement, please contact our Account Managers from Arco and LA Safety to discuss your needs.

Issued by Heather Ajimi - Facilities Category Manager

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Management of Contract Documents

We’d like to remind Departments of the importance of good contract management practices.

As each departmental purchase or procurement event is completed, you should ensure that authorised signatories (https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-regulations/c-contract-execution-and-commencement) have signed copies of contract documentation, which are then stored in a secure repository. Ideally, in addition to the original signed contract a soft or electronic copy should be stored in a safe, secure place and retained in line with the guidance in Chapter 20 Financial Procedures (https://www.finance.admin.cam.ac.uk/policy-and-procedures/financial-procedures/chapter-20-governance-compliance)

Procurement Services are responsible for safekeeping of the original contracts they execute, otherwise the Head of Department is responsible. If required, the Registrary or Procurement Services will keep the documentation for contracts affecting more than one Department.  Good practice sees any contract relating documentation such as contract change notices and contract review meeting minutes for example should also be stored with the original contract. 

Further, please remember contract performance should not begin before:

  • all necessary approvals have been obtained; and
  • the contract has been executed; or the person executing it is satisfied that key terms have been agreed and the risks created by delay outweigh the risk of proceeding prior to full contractual agreement.

If you have any questions around the management of contractual documents please contact us on (3) 32233 or via procurement.services.enquiries@admin.cam.ac.uk

 

Issued by Helen Wain - Head of Group Procurement

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Training header

 

Taster Sessions - an insight into Central Finance

These sessions are all about encouraging understanding by offering a glimpse into the inner workings of various Finance Division sections. We are looking to welcome any staff who would like to understand what we do. You are invited to: Account Payable & Cashier, Central & Research Accounting, Shared Services, Helpdesk and Cash Management, Finance Systems Group, Credit Control and GHOST (Greenwich House Operational Support Team). If you want to know more and book a place, please go to UTBS, and look under the theme, Taster sessions for Departments

Issued by Christine Rogerson - Finance Training

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Key Travel Webinar

Reminder that the Welcome to Key Travel webinar is running on Wednesday 12 February. If you’re involved in University travel bookings, please book a place.

Issued by Christine Rogerson - Finance Training

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FAQ heading

 

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.