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Weekly Bulletin No. 875

Monday 9th August

Year End Heading

Year-end 2020/21 -This week's activities and key dates


LastDate Module Task
Mon 9 Aug GL July 2021 Chest Allocation (Third Posting)
Mon 9 Aug KeyDate 1st interim Trust Fund statement send out to Departments
Mon 9 Aug AP Submit 2020/21 items to Shared Services for processing by 5 pm
Wed 11 Aug AR Last date for raising Internal Invoices and sending backing
Wed 11 Aug FA Deadline for Departments to return Fixed Asset Register
Wed 11 Aug AR Submit invoice write off forms to Credit Control
Thu 12 Aug AP Concur users to ensure all claims relating to 2021/21 are fully authorised
Fri 13 Aug AR Bank charges and small balance adjustments posted
Fri 13 Aug PAY Final UPS payroll posting

And coming up Monday next week…

Mon 16 Aug AR Receipt any remaining BACS receipts and unclaimed PDQ income
Mon 16 Aug AR Raise, complete and dispatch all external AR invoices  (NB AR closes 5pm)
Mon 16 Aug AR Last date for issuing invoices to University Group-defined organisations
Mon 16 Aug AP Process all remaining 2020/21 Internal Trading AP invoices.
Mon 16 Aug AP Process all staff and visitors’ expenses
Mon 16 Aug AP Resolved Internal Trading disputes notified to departments
Mon 16 Aug AP Process all remaining AP invoices (NB AP closes 5pm)
Mon 16 Aug GL July 2021 Chest Allocation (Fourth Posting)
Mon 16 Aug GMS Review and clear research grant funds check failures and exceptions
Mon 16 Aug GMS Correct research grant VAT errors
Mon 16 Aug GMS Post EC ‘PI Time’ journals on Grants module
Mon 16 Aug GMS/GL Process monthly Barclaycard expenses before AP closes, if using this option

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


Feedback plea – last call for Year End presentations:

We would really appreciate your comments on the above. It will only take a few minutes to complete and gives us an opportunity to make the offering as effective as possible. There is an extra section for those who attended the Q&A session.

Survey: Year End presentation

Survey: Year End for New Users presentation

Issued by Christine Rogerson - Finance Training



Marketplace orders - Grants ending and unwanted items

Marketplace orders
When a Marketplace order is approved, an xml document is generated and sent to the supplier. The supplier will not be aware of any subsequent amendments, such as closing or cancelling.

It is the responsibility of the department to inform the supplier of any changes.

Order or item not required
Orders or lines should be cancelled, not closed.
A note left with an explanation, and the supplier informed to prevent unwanted goods or invoices.
Grant ending on unfulfilled orders
If distributions need changing there are two options
  1. Cancel the order, leaving a note, raise a new order and inform the supplier of the change.
  2. When the invoice is received, correct the distributions in AP.
Issued by Lesley Dent - System Administrator

Forthcoming course (via Teams)

Cognos Introduction, Wed 11 and Thu 12 August

This course is the basis for GL and Grants reporting and introduces the functionality of Cognos 11. 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.

Issued by Christine Rogerson - Finance Training


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.