Bulletin No. 891
Monday 29th November
Additional item: Vulnerable Period - Thursday 2nd November
- Monthly update - Director of Finance David Hughes
- R12.2 System Upgrade - Workarounds in iProcurement
- eInvoice process on hold
- Financial Users Group - Wednesday 1st December
- Imported deliveries to the Biomedical Campus at Cambridge University Hospitals
- Key Contacts: UFS Responsibility by Department Audit November 2021
- Key Travel - No online booking fees until the end of the year
- Procurement is consolidating its mailboxes from 1 December
- Cognos - Firewall rejection messages
- Training - R12.2 Upgrade
- Forthcoming course (via Teams)
- Monthly accounting time table
Use of Vulnerable Period - Thursday 2nd December 2021
System maintenance is scheduled for the vulnerable period (VP) of 6am to 9am on Thursday 2nd December.
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Users who are processing in CUFS when the VP starts will lose their work.
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Users who are running requests in CUFS when the VP starts could delay the start of work while those requests complete.
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Users attempting to log onto CUFS while the system is being brought back online can face instability and delay the return of the system
UFS Communications will be issued when the work is complete and users can access the system.
Issued by Lesley Dent - System Administrator
Monthly update - Director of Finance David Hughes
Every month, Director of Finance David Hughes updates the Finance Division on key business matters. Where relevant, we will also share this news via the CUFS Bulletin to keep our wider Finance community informed.
This month's update can be accessed here
R12.2 System Upgrade - Workarounds in iProcurement
iProcurement
Thank you for continuing to let us know of difficulties you are experiencing with iProcurement, the Marketplace section of the iProc guidance page has been updated with the latest guidance.
We have been made aware that the Apply this cost Allocation information to all applicable requisition lines function is not working as expected.
We now have a workaround available for updating tax and project information for all lines on a requisition.
We are working on a better long term solution for these issues.
CUFS date in reports - additional reports fixed
We have identified some more reports which were displaying 00-Jan-00 instead of the correct date, we have now fixed the issue for all reports that were identified.
If you continue to encounter this issue, please email FSG System Support and provide us with the full name of the affected report from CUFS.
FAQs and known issues
Please visit the R12.2 Upgrade Page for the latest FAQs and reported issues: https://ufs.admin.cam.ac.uk/r122-upgrade
We would like to take this opportunity to thank you all for your continued support while we resolve the post upgrade issues.
Issued by Paul Humphreys – Functional Analyst
eInvoice process on hold
We are currently unable to import invoices from Advanced, the process is selecting the invoices but failing to import them fully in to CUFS.
This is currently under investigation with the Development team who are looking at it as a matter of priority.
Departments should not enter manual invoices for marketplace orders raised to suppliers using eInvoicing
Any queries should be addressed to the Helpdesk
Issued by Lesley Dent - System Administrator
Financial Users Group - Wednesday 1st December
Please join us for the last Financial Users Group (FUG) of 2021 where everyone is welcome.
Dress Code - Christmas Jumper
Agenda and papers are available here
Microsoft Teams meeting
Join on your computer or mobile app
Join with a video conferencing device
Video Conference ID: 122 629 958 6
Issued by Lesley Dent - System Administrator
Imported deliveries to the Biomedical Campus at Cambridge University Hospitals
We have been made aware of a few issues with imported deliveries arriving at CUH sites and request that Departments continue to include the full and specific University name and delivery address, as well as the Purchase Order number when placing orders.
This will help to avoid issues with delivery and payment of any import taxes.
Issued by Angela Fearnside - Tax
Key Contacts: UFS Responsibility by Department Audit November 2021
The CUFS responsibility audit will start on Monday 29th November with a dead line of Friday 17th December.
In readiness for the audit it is advisable to review departmental access for your department before the Audit Reports are issued.
Key Contacts can request a user access report here
Issued by Lesley Dent - System Administrator
Key Travel - No online booking fees until the end of the year
Planning to travel for work? Please take advantage of this great offer from our preferred travel services supplier, Key Travel. For all bookings completed using the Key Travel online portal between now and Friday 31 December, Key Travel will waive the booking fees. Not only will you save the University money, you won’t have to claim expenses.
Issued by Chris Day - Procurement
Procurement is consolidating its mailboxes from 1 December
As part of the SPP, Procurement is seeking to streamline its email channels. The aim is to create a single point of contact for University staff to approach Procurement with enquiries. Consolidating our mailboxes also provides an opportunity for Procurement to adopt simplified processes and new ways of working.
From 1 December, all emails should be sent to Procurement@admin.cam.ac.uk. The following mailboxes will be retired:
- procurement.services.enquiries@admin.cam.ac.uk
- dispensationpurchasing@admin.cam.ac.uk
- cpo.suppliers@admin.cam.ac.uk
- purchasingintend@admin.cam.ac.uk
- marketplace@admin.cam.ac.uk
For the rest of the academic year, any emails sent to these mailboxes will be automatically forwarded to the new, single mailbox. To confirm, any query that you previously would have sent to any of the above mail addresses should now be directed to Procurement@admin.cam.ac.uk. Requests for dispensation, advance payment approval, and procurement support should be made via our new Service Request forms, which will be launching next month (the dispensation form is already available) across the University and through the upcoming Procurement Portal.
For queries relating to the SPP, please continue to use the dedicated transformation mailbox, available at SPP@admin.cam.ac.uk.
Issued by Richard Covell – Procurement
Cognos - Firewall rejection messages
Some users have reported Firewall rejection messages when trying to run reports in Cognos.
These messages are normally browser related and we recommend users try Firefox for accessing Cognos before contacting the helpdesk.
Issued by Leisa Broad - Financial Reporting Developer
Training
R12.2 Guidance & FAQs
Reminder: All the updated guidance materials are available here – refer to the menu on the left for individual modules. One of the new features is a simplified view of the home screen. For a quick overview of the iProc changes, refer to this summary.
iProcurement online training
The updated course is live. Key contacts should continue to book staff in the normal way by completing the UFS/Cognos User Access Requests form, and checking New user – iProcurement training.
Forthcoming course (via Teams)
GL2: Reporting in the General Ledger, Tue 7 and Wed 8 December
Generate and discuss the standard reports in both Cognos (Session 1) and CUFS (Session 2) that are most commonly used for monitoring department finances. Common issues and watch points are covered as well. You need to have completed the Intro to Cognos course (and therefore have Cognos access), as well as GL1. If you missed either of the required pre courses, the links to the self-study courses are given below:
Intro to Cognos course (allow at least 48 hours to get your Cognos access)
GL1: Chart of Accounts (you only need this part of GL1)
2022
Please view the course timetable for the courses on offer in January.
Issued by Christine Rogerson - Finance Training
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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