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Weekly Bulletin No. 865

W/c Monday 31st May

 

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Accounts Receivable – Customers Portals

It has been the subject of previous bulletins and FUGs where our customers, like Astra Zeneca, Research Councils,  Glaxosmithkline, NHS trusts insist that our sales invoices are loaded onto their portals to facilitate payment.  Despite our best efforts some departments are not always aware of this requirement.  To assist departments,  we have created a ‘pop up’, so when raising a sales invoice to a known customer with a portal, an appropriate  message will appear.

We have added this functionality to 85 customers, please let us know if we have missed one.

If you have any queries please contact the Finance Division Credit Control Team - fincreditcontrol@admin.cam.ac.uk

Issued by Chris Patten – Head of Accounting Services, Finance Division

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General Finance heading

Year-end 2020/21 Instructions

The 2020/21 Year End Instructions are available on the Finance website > Policies and Procedures > Financial Procedures > Chapter 11.

The full chapter can be viewed in PDF, plus the 2021 Gantt chart. This year the tasks and key dates checklist is available in Excel and may prove more useful than the Gantt chart (any feedback welcomed.) More information such as the key notes, module close dates, and detailed instructions by CUFS module can be sourced from the links on the left.

As with 2020, the 2021 seminars are replaced by a pre-recorded webinar highlighting key aspects of this year’s guidance. This will be available to view from mid-June and will be followed by School specific Q&A sessions on MS Teams. The dates of these sessions are on the same webpage as the above.

There will also be a series of pre-recorded presentations for each of the modules aimed at department staff new to the year-end process, as well as anyone needing a refresher. These will be available to view by 7 July. The accompanying Q&A session for this series is scheduled for Thursday 14 July, and anyone interested should book a place.

Issued by Christine Rogerson – Finance Trainer, Finance Division

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University Guidance Regarding Trip Organisation

The world is slowly starting to ‘open up again’, and educational trips are likely to start resuming both to and from the UK over the coming months. We have become aware that the University could be considered a ‘Tour Operator’ if a department organises any trips that fall under the 2018 Package Travel and Linked Travel Arrangements Regulations (PTRs). This would require the University to comply with various information provision, tax, insurance, and insolvency protection obligations.

Therefore, if you are arranging trips and sell any combination of carriage, accommodation, or other tourist services (e.g. excursions) please refer to guidance available here to ensure that you comply with the regulations.

If you are not sure whether a package has been created - and in order to avoid falling foul of the legislation - please check with and / or use the University Travel Service Providers. If you require day to day advice or guidance on travel arrangements, you can reach your Key Travel dedicated team by calling 0161 819 9769 or Email cambridge@keytravel.com

Issued by Adrienne Walters - Insurance Advisor

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Elkay Laboratory Products (UK) Ltd

Please be advised that a low value order delivery charge of £10 has been added to orders under < £30 since 1 Mar 21.  This will now be highlighted on the Marketplace when selecting Elkay products and a delivery line should be added to your order if the value is below £30.

Justification of this is below:

“We have noted that some of the orders have been below the £30 value  and we deem these orders not very environmentally friendly or economically friendly for Elkay as a business.

As a result of some orders falling below the £30 value  Elkay will be introducing the Small Order Charge tariff from March the 1st 2021.

This “SOC” will be applied to all orders below £30 in value and the charge will be £10 to cover processing and freight (in line with national contracts).

If you could kindly take note of the above and where possible ensure your orders are above £30 in value it would be most appreciated.

Orders over £30 will not incur the £10 SOC tariff"

Issued by Heather Twinn - eProcuremend Administrator

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Training header

Forthcoming Courses (via Teams)

Cognos Intro, Tue 8 and Wed 9 Jun

This course is the basis for GL and Grants reporting and introduces the functionality of Cognos. It is a practical course, with demonstrations of tips and shortcuts. You will need to ensure you have Cognos access setup before the course. This is obtained via your Key Contact. NB. The objective is to facilitate using Cognos. Report outputs are covered in detail in the GL or Grants reporting courses.

How to Excel (1 & 2) for Finance Staff, Wed 9 and Thu 10 Jun

The first of the Excel courses that aim to increase your spreadsheet skills in the context of working with CUFS data. Apart from extracting the data, learn how to manipulate and analyse it for reporting purposes, using a variety of Excel tools. Both sessions need to be attended.

Issued by Christine Rogerson – Finance Trainer, Finance Division

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Accessing CUFS using Java

From 1st June onwards, anyone using a Java Version of Java 8 Update 201 or earlier will no longer be able to access CUFS.

If you have any concerns, or need help checking which version of Java you are on, please contact your departmental computer officer.

Over the coming months we will be increasing the restrictions until only the latest versions of Java are allowed to access CUFS, please take this opportunity to ensure you update your Java version.

Issued by Paul Humphreys – Functional Analyst

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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.