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Weekly Bulletin No. 869

Monday 28th June

Cognos heading

Cognos reporting upgrade – Wednesday 30th June

A reminder that Cognos is due to be upgraded to version 11.1.7 on Wednesday 30th June and will not be available between 8am and 4pm on that day.

The new version has a different look and feel – please see this short video that provides a quick overview or alternatively there is a Quick reference guide.

However, in general the reports themselves and how you run them has not changed. Any saved reports and schedules will also migrate over. To make the migration as smooth as possible please could you delete prior to the 30th any saved reports or queries that are no longer required.

A few points to note:

  • The Grants Expenditure Enquiry portal tab will no longer be available, we recommend you use the Consolidated Grants Expenditure Enquiry report instead and save it as a favourite.
    Updated 30th June: A fix is now in place and the Grants Enquiry portal is now available.
  • When emailing reports - you may receive an error message please ignore the emails are still working.
  • Query Studio users will need to use Firefox as a web browser for full functionality

More guidance and links to FAQ is available on the Finance Training web pages. In the meantime, if you have any questions, please contact the Finance Systems Group at

Issued by Karen Sheldon - Finance Training


Year End Heading

Year-end 2020/21

Key dates

Last Date




Thu 1 Jul


July 2021 Chest Allocation processed


Mon 5 Jul


Final date for new staff contracts to be with HR


Mon 5 Jul


Final review department monthly payroll - ensure correct account codes


Wed 7 Jul


Distribution of Fixed Asset reports as at 30 Jun to departments


Thu 8 Jul


June Trust Fund statements sent out to Departments


Please refer to year end instructions webpage for further information, including the detailed instructions for individual modules.

Issued by Christine Rogerson - Finance Training



National Insurance number allocation recommences.

HMRC have confirmed the allocation of NI numbers is recommencing.  DWP are also starting to open face-to-face services for those needing to attend an office based appointment for identity verification.
Further details can be found on the payroll website
NI numbers can also be found via HMRC’s Personal Tax Accounts where confirmation letters can be downloaded, if required
Information on finding a lost NI number can be found here
Issued by Alexsis Dicken - Payroll

Reminders when using eInvoicing suppliers

Cancelled orders
If an order needs to be cancelled it is important to follow the correct process to ensure that it can be matched in the system.
  • Contact the supplier to cancel the supplier
  • Cancel the order on CUFS
  • Add an explanatory note
VAT rates
Please ensure that the correct VAT rate is used on the purchase order. This is especially important for eInvoicing suppliers. If the subsequent eInvoice does not match the PO it will not be validated or selected for payment until the VAT is amended on the PO by the department.
A list of suppliers on eInvoicing is available here
Issued by Christine Rogerson - Finance Training



Training header

Forthcoming Courses (via Teams)

Cognos Intro, Wed 7 July and Thu 8 July

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 ContactNB. The objective is to facilitate using Cognos. Report outputs are covered in detail in the GL or Grants reporting courses.


This live session, which needs to be booked, completes the series of presentations that cover the year end processes in more detail than the main general year end presentation. These videos will be available from 7 July. Please refer to the year-end instruction webpage to view. Apart from working through the applicable module(s), it is recommended that you also view the main presentation before the Q&A session.


Assistant Accountant (AAT) Level 3 Apprenticeship Webinar
PPD continues to promote development opportunities for University staff. 
A webinar has been arranged to provide information on the Assistant Accountant (AAT) Level 3 Apprenticeship and will be presented by West Suffolk College, in conjunction with the Finance Division who will deliver this apprenticeship. 
As well as ensuring full competency as an Assistant Accountant, this standard provides the foundation for progression into a number of career paths in the Accounting sector, including: Audit Trainee, Corporate Recovery Analyst, Credit Controller or Tax Accountant. 
The purpose of the webinar will be to provide you with an overview of the programme, and give you the opportunity to ask any questions. 
Target audience
  • University staff interested in undertaking an Assistant Accountant Apprenticeship
  • University Managers of interested staff or recruiting to post
  • Target Group - This course is open to all where participants roles include: Assistant Accountant, Trainee Accounting Technician, Accounts Clerk, Cashier Finance Assistant, Purchase Ledger Clerk, Sales Ledger Clerk. 

To book yourself a place, and to access the webinar, please click on the link below;

Thursday 8 July 2021 11:00 - 12:00 -

Issued by Christine Rogerson - Finance Training


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


 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.