An Example of How To Process Month End Accounts

How to Run Month End
VS2 May 2005
Contents
1. 2.
2.1 2.2 2.3 2.4
Introduction Purchasing
Month-End Guidance Open Purchase Order Report (UFS) Cancelling/finally closing purchase orders Returning goods on the system
5 5 10 10
3.
3.1 3.2 3.3 3.4
Accounts Payable
Month-End Guidance Supplier Statement Reconciliation Invoice Register (UFS) Invoice on Hold Report (UFS) 11 11 15 16
4.
4.1 4.2 4.3 4.4 4.5
Accounts Receivable
Overview of Accounts Receivable, Internal Trading & Banking Month End Guidance Incomplete Invoices report Unapplied Receipts Register Ageing 7 Buckets By Account (UFS) 18 18 19 21 22
5.
5.1 5.2 5.3
Inventory
Month-End Guidance Inventory Value Report Material Account Distribution Detail report 24 24 25
6.
6.1 6.2 6.3
Fixed Assets
Month End Guidance Departmental Fixed Asset Report Asset Additions Report (UFS) 27 27 28
7.
7.1 7.2 7.3 7.4 7.5 7.6 7.7
Grants
Month End Guidance Expenditure posted to Dummy Suspense grants Reviewing Funds check failure Unposted Pre-approved Batches Monthly VAT Corrections Month-End Processing GMS:Award Status Report by Department (CAPSA) 30 30 31 31 31 32 33
8.
8.1 8.2 8.3
General Ledger
Month-end Guidance Budget Report- Comparing to Actual Financial Summary Reports 36 36 39
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Appendices Examples of Reports

A B C D E F G H I J K Open Purchase Order Report UFS Unapproved Invoice Register CAPSA Invoices on Hold Report (CAPSA) Incomplete Invoices Report Unapplied Receipts Register Ageing- 7 Buckets-By Account Report Inventory Value Report Material Distribution Detail Report Departmental Fixed Asset Report Annual Additions Report (UFS) Budget Comparing to Actual Report (CAPSA) 42 44 45 46 47 48 49 50 51 52 53
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1.
Introduction
This reference manual is designed to complement the Month-End Procedures published in Chapter 10 of the Financial Procedures Manual. It expands on these guidelines and includes for each of the reports detailed: Their purpose How to run them Guidelines on interpretation Subsequent action that may be required Included in the Appendices is also an example of each report with some further pointers regarding interpretation. An electronic version of this manual is also available at: http://www.admin.cam.ac.uk/offices/finance/training/manuals/ It is designed so that users have the choice of either downloading the whole manual or just the guidance relating to a particular module. If you experience any problems with the download please contact the Finance Training Team on extension 66631.
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Module
PURCHASING ACCOUNTS PAYABLE ACCOUNTS PAYABLE ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE INVENTORY INVENTORY FIXED ASSETS FIXED ASSETS GRANTS GENERAL LEDGER
Report Name
Open Purchase Orders Report (UFS) Invoice Register (UFS) Invoice on Hold Report (UFS) Incomplete Invoices Report Unapplied Receipts Register Ageing 7 Buckets By Account Report (UFS) Inventory Value Report (UFS) Material Account Distribution Detail Report (UFS) Department Fixed Asset Report (UFS) Department Asset Additions Report (UFS) GMS:Award Status Report by Department (UFS) Budget Report Comparing to Actual (UFS)
When to run?
Quarterly
Before the 4th working day
Monthly
Monthly
Monthly
Monthly
Monthly
Monthly
After the 4th working day
Monthly
Quarterly
After the 8th working day
Quarterly
After the 8h working day
Quarterly
Monthly
Once Financial Accounts have notified users (via the Bulletin) that all processing has been completed normally after the 8th working day
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2. Purchasing
2.1 Month-End Guidance: Purchasing
An overview of the purchasing cycle is given as follows:
Requisition Raising an internal purchase requisition Supplier Selection Quotations Contracts Pre-Suppliers Purchase Order Raise Purchase Order Receipt Goods/Services Receive Goods and Services Payment to Supplier Purchase Invoice Payment
Month-End Guidance - Purchasing

Each month end run Open Purchase Orders Report (UFS) to identify incomplete purchase orders and close purchase orders by receiving goods or matching against the invoice/cancelling the order. Although raising a purchase order creates a commitment on UFS, once goods/services have been received then this becomes a legal obligation to pay the supplier. Prior to the month-end we should establish that any incomplete purchase orders are actioned and closed.
2.2 Open Purchase Orders Report (UFS)
Monthly
This is a new report that has been designed to make it easier for Departments to identify and clear out unwanted purchase orders/lines. It is an enhancement of the old Open Purchase Orders (By Buyer) (CAPSA) report and it provides users with: Additional Search Criteria Improved layout Choices regarding the level of detail required
Background Every Purchase Order raised on the UFS system creates a commitment when it goes through the approval process. The commitment turns into an obligation to the supplier once goods have been received and into a payment to the supplier once the invoice has been input and matched to the PO. At this stage the order will close and the commitment becomes an actual expense against the relevant accounts. The final status of all Purchase Orders should therefore be Closed or Finally Closed.
PO Approved Commitment Created. Goods Received Obligation to Supplier. Invoice processed, matched to PO. PO closes commitment becomes actual expenditure in accounts.
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Depending on whether 2-Way or 3-Way matching was selected when the Purchase Order was raised, it will have one of the following statuses:
3 Way Matched POs

Status
Open Closed for Receiving
2-Way Matched POs

Status
Open Closed for Invoicing
Explanation
PO Raised only funds committed Goods have been received on the system
Explanation
PO Raised only funds committed Invoice matched to PO but 100% was not entered in the Receipt Close Tolerance box Fully matched
Closed for Invoicing
Closed (will not appear on report) Finally Closed (will not appear on report)
Invoice matched to PO but goods not received on system. Fully matched and received. PO has been manually closed to remove commitment.
Closed (will not appear on report) Finally Closed (will not appear on report)
PO has been manually closed to remove commitment
Why this report is useful It lists all the Purchase Order lines that have not been fully received or fully matched to an invoice and will assist in identifying where goods need to be received onto the system, or order lines need to be cancelled or finally closed. This report should be run at the very least on a quarterly basis (although it could also be run more frequently if you wish) as a standard housekeeping task. Departments who place a large number of Purchase Orders against research grants would benefit from running this report as it contains useful information with regards to funds checking and commitments. Additional search criteria SLS Department So that the report can be run by Central Finance for a specific Department. So that open Purchase Orders can be tackled by date.
Creation Date From/ To Select Project Orders Limits the report to Project related purchase orders
Layout Summary section has been added to the beginning to give a management overview of the report. The Purchase Order listing is now more basic and just provides a list of the PO Number/ release. (If required, the PO line and shipment information can also be included.) Report is ordered by: NB. Project Related orders are i) Break Order (if specified) sorted to the top of the lists to give ii) Project related orders. them higher priority. iii) Creation Date iv) PO Number
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Levels of Detail Show Summary Info Show Detail Info Report Breaks Analyses and summarises the results by buyer, month, dept, Project related, PO type. Outputs Line/ Shipment level detail. User can optionally choose to section the report by buyer, or vendor name
How to run this Report You can run this report under PO Buyer responsibility. In the Report Parameters if you accept the default parameters you will obtain a complete picture for your department across all buyers.
Optional Whatever you type here will appear at the top of your report
If you wish to investigate particular cost centres that the Purchase Orders have been coded to, you can enter them here
Buyer or Vendor
Rather than automatically print off a hard copy of your report, run it to screen first and check to see how many pages it is. If it is exceptionally long you might want to specify extra parameters such as creation dates or Project orders to allow you to narrow down the report so you can prioritise and tackle potential problems systematically in smaller chunks throughout the month.
Parameters explained Parameter Notes Title Optional Text entered here appears as a sub-title under the report heading. SLS Department Departmental users will find that their Department code defaults in. Central users should select the required department from the list of values.
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Creation Date From Creation Date To
Optional (none, one, or both) Purchase Order Creation Date range in the format DD-MONYEAR Optional An individual buyer can be entered or selected from the list of values. Optional An individual vendor can be entered or selected from the list of values.
Buyer
Vendor From/ To
From/To Cost Centre
Optional An individual cost centre can be entered or selected from the list of values. Select Only Project No = Selects all Purchase Orders. Orders Yes = Selects only Project related Purchase Orders. Show Summary Info Analyses all Purchase Orders reported on by Type, Department, Creation Month and Buyer. Yes = Show Summary analysis, and PO Header information (see Example 1) No = Show PO Header information only (see Example 2) Show Detail Info No = Does not show Line and Shipment information. Yes = Shows Line and Shipment information. (see Example 3) Report Breaks An optional field that divides the report into sections: Left blank Buyer Name Vendor Name No sections. Sections report by Buyer Name Sections the report by Vendor Name.
See Appendix A for an example of this report
Glossary of Purchase Order Status STATUS NAME Closed for Receiving WHAT THIS MEANS & ACTION POINTS
Goods have been received on the system against this line but an invoice has not been matched to the order. If it is the case that the corresponding invoice has been paid but it was not matched to the order, then: the appropriate order/ lines (goods) must be returned on the system (Using PO Receiver responsibility see instructions in Action points overleaf) and then the order/line should be cancelled to remove the commitment from your funds. (Otherwise the funds will be committed AND recorded as actual expenditure)
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STATUS NAME Closed for Invoicing
WHAT THIS MEANS & ACTION POINTS

An invoice has been entered in the Accounts Payable module and has been matched to a Purchase Order BUT the goods have not been received against the Purchase Order on the system. There could be two reasons why this has happened. 1) The Purchase Order had two-way matching selected, but the receipt close tolerance was not changed to 100%. In this case, the goods can either be received on the system and the order will automatically close; or the Purchase Order can be Finally Closed manually (See Instructions overleaf). 2) The other scenario, which will result in this status, is where the full quantity of goods originally ordered have not been received but they have been paid for, as there was an invoice for the full quantity. A hold must have been over-ridden on the invoice in the AP module, to do this. In this case the buyer must check that they have definitely received the full quantity and receive the remaining items on the system. If the full quantity has not been physically received, then we have over-paid the supplier who will need to issue you with a credit note. Once the credit note has been processed, the relevant line can be Finally Closed.
Open
There are three circumstances where a Purchase Order/ line will remain Open. 1) If the order is recent and delivery of the goods is still awaited, no action needs to be taken, although you may wish to prompt your supplier. 2) If the order was placed some time ago and, due to a change in circumstances, no goods have ever or are ever to be received against it, then the order must be cancelled (see instructions overleaf). 3) If some of the goods have been received, the Purchase Order line will still be shown as Open on the report. You will need to check that you have paid for the items you have received (i), but cancelled any remaining items that you no longer expect to receive (ii). i) To check that the quantity received equals the quantity billed, enter the Shipments screen of the relevant Purchase Order line and select the Alternative Tabs blue box that says Shipments. Select Status from the pull down menu that appears and a screen showing the number of items received and the number billed will appear. This Status screen is a useful tool for checking and confirming, in detail, the information given in the Open Purchase Order Report ahead of carrying out any procedures, some of which can not be reversed. ii) If, for example, only five of the 20 items originally ordered, have been received and paid for and no more of the items will be received, then the line should be Finally Closed to cancel the outstanding Commitment. This procedure must only be carried out if you are certain that no more items are to be received against this line, as it cannot be reversed
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2.3 To cancel/ finally close a purchase order or purchase order line

Open the Purchase Order Summary screen and query back the Purchase Order to be cancelled. Please note that only Purchase Orders with the status Approved can be cancelled. If you wish only to cancel a line of a Purchase Order, select the button that is marked Lines at the bottom of this screen to show each line of the Purchase Order. The screen that appears will allow you to cancel individual lines. Please ensure that you select the appropriate line before proceeding.
Click on the menu bar under Special/ Control and highlight the line Cancel Purchase Order or highlight Finally Close, depending on what you are doing. You must enter a reason for canceling the order/ line for future audit purposes as the PO number will not be deleted from the system but remain with a status of cancelled.
Click OK. You will receive a message indicating that you commitment has been removed. Review the message and continue to cancel this order. To Finally Close a line (only to be carried out when fewer goods have been billed and received than originally ordered) follow the same procedure as above and select Finally Close instead of Cancel Purchase Order. Make sure that you actually want to Cancel or Finally Close the order before proceeding with any of these instructions. As once either of these actions have been carried out they can not be reversed.
2.4

To return goods on the system

Using the PO Receiver responsibility, navigate to the Returns form and open it. In the Find Returns window, enter the Purchase Order number you wish to return on and click Find. In the Receiving Returns window, enter the return quantity for each line. Make sure there is a tick in the check box on the far left. Place your cursor in the Returns To column and click on the List of Values. Select supplier. Save your changes. Click OK on the three message boxes that follow. You have now returned the goods.
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3. Accounts Payable
3.1 Month End Guidance
Accounts Payable (AP) describes the procedure for processing supplier invoices and employee expense claims, and other disbursements processed via the AP module. A summary of the AP cycle is given as:
Invoice Entry
Enter Invoice Using the Batching System
Coded to an Account
Matching Invoices to Purchase Orders (where raised) ~coded directly to relevant account/project
Approval
Primary and Secondary Approval of Purchase Invoices
Payment
Payment of Supplier/ Employee by Cheque: Finance Division
Month-End Guidance Accounts Payable

Validate all AP invoices for the month (this is ongoing). Review supplier statements and check all invoices are secondary approved/or current (ie. not due for payment). Review employee expense claims/advances to ensure they are up-to-date and processed Review credit card statements to supporting receipts/vouchers and journal expenditure from the department suspense account to relevant cost centre. Run Invoice Register (CAPSA) report to identify invoices not primary approved. Run Invoices on Hold (CAPSA) Report to list invoices placed on hold and then action all holds, as necessary. Since the upgrade to 11i in December 2004 there should no longer be any invoices that are coded to a project which become unapproved as a result of the AP Tie Back process.
3.2
Supplier Statement Reconciliation
Why this report is useful The report makes it easier to reconcile entries in UFS with a suppliers statement. It is recommended that you run a query: for a particular supplier arrange the report into date order export the report into Excel The notes over the page will take you through the process of running the report and exporting the results into Excel.
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How to run this report To run this report you need to follow the options set out in the box below. Navigate AP Responsibility Enquiry Invoices
Using the Find Invoices screen enter the suppliers name and the date range that you want to find.
You should get a list that looks something like this:
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To make the report easier to work with it is recommended that you export the results into excel. This can be done by clicking on File and selecting the Export option. Whilst the system exports your data from UFS into Excel you may get a bar across the screen telling you how far through the export the system is:
Once the system finishes exporting your data into excel you should get the following screen pop up, click the Open this file from its current location option (as shown below) and click the OK button. (In some cases you may not be asked this but your data will appear automatically in excel)
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You should then get the following window come up. Highlight Excel (Using your mouse) and then click OK. Microsoft Excel (version 2000) should open automatically and your information should be exported into spreadsheet (this can take a few minutes depending on the size of your list).
Once in Excel you can manipulate the data how you want (Move columns, delete columns etc.). Note: You may need to widen the width of some columns to view all the information, it will sometimes appear as #####, if you can not see everything contained in the field. If you want the list in date order highlight the whole sheet, by clicking your cursor in the top left hand corner of your spreadsheet. Then use Data Sort, select Invoice Date and click OK.
This will put your invoices into date order. You can then print this list out to reconcile with your statements.
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3.3
Invoice Register (UFS)
Monthly
Why this report is useful An important part of month-end for Accounts Payable is to ensure that all batches/AP invoices to be included in the current months accounts have been completed. This report will list all invoices that have not been through PRIMARY (i.e. First level) validation. How to run this report The following parameters should be selected
You can use this report at other times to list all the distributions for a batch of invoices, by batch name or processors name.
By changing this to NO you will get all invoices. (Ok if you are limiting report to a single batch)
Please Note: If you are in a Central Department, if you run this report you will get every Unapproved AP Invoice across the entire University. The Finance Division will produce a separate report on your behalf, showing just your own departments entries, this will be sent to you, in order for you to carry out your month-end procedures.
See Appendix B for an example of this report
Action points from this report The invoices on the report should be reviewed If the invoice is valid, then approve, so it can be paid. If the invoice is not valid (E.g. it was abandoned through error) it should be cancelled. (See procedure at http://www-capsa.admin.cam.ac.uk/docs/nav0226z/nav0226z.htm)
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3.4
Invoice on Hold Report (UFS)
Monthly
Why this report is useful This report shows all the AP invoices on hold within your department listed by hold name. These invoices will not be paid until the hold is resolved and/or overridden. The following are some of the most common holds found on invoices within Accounts Payable. Hold Name
Credit Note Internal Dispute Qty Rec.
What does it mean?

Your invoice is on hold awaiting a credit note Internal Trading Invoice that is being disputed The quantity you have been billed for on your invoice exceeds the quantity you have received on the system
How did I get it?

Someone in your department has manually put this hold on your invoice Someone in your department has manually put this hold on your invoice Maybe you have only partreceived this order. Or some items have been sent back.
Over ride?
Yes you can manually over ride this hold Yes you can manually over ride this hold Need to receive the goods on the system if the receipt has been overlooked. Get a credit note if goods sent back or no longer required. You can manually over ride this hold. You will need to check and amend the invoice distributions. You can manually over ride this hold. Check with the Buyer and/or Supplier. You can manually over ride this hold. Check with the Buyer. Match against other POs if necessary. You can manually over ride this hold. Contact The Accounts Payable Helpdesk. This hold can not be over ridden. Secondary Approve the invoice for payment. This hold can not be over ridden. Amend the distribution lines accordingly and then over ride the hold. You must amend the distribution lines so that the invoice amount and the total of the distribution lines are equal. This hold can not be over ridden.
Tax Difference
The tax name on your PO is different to that on your invoice
Either the wrong tax name was entered on the PO or the invoice
Price
The price of the invoice is different or exceeds the price that was on the PO The quantity that you have been billed for on the invoice exceeds the quantity that was originally ordered. There is a Final Match hold on this invoice The invoice is awaiting secondary approval There is a problem with the tax distribution lines, which do not calculate correctly Your invoice distribution lines do not total the invoice amount that you have entered.
Either the wrong price was entered onto the PO or the invoice is wrong. Was the invoice for several POs and only been matched to one? The original PO may have been incorrect. You ticked the Final Match box in the Match screen. Someone in your department has completed the primary approval. It may be that not all of the invoice is taxable. Or that the tax amount was different on the PO. Either the invoice amount has been incorrectly entered or you have calculated the distribution lines wrongly. The distributions may have been wrong on the PO.
Qty Ord.
Final Matching Secondary Approval Tax Variance
Dist Variance
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How to run this report
Leave blank when running report at yearend. But can be used when running the report as a housekeeping tool.
If you are a Central Dept. you must enter your Dept Code in here
Action points from this report All invoices on this report should be investigated. Where the holds are valid and current, efforts should be made to enable the invoice to be released from hold. Holds for any other reason are to be released to enable the invoice to be paid or the invoice should be cancelled. Once all holds have been released, the report should be ran again to ensure all invoices are processed prior to the financial year end.
See Appendix C for an example of this report
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4.
Accounts Receivable
4.1 Overview
Accounts Receivable concerns income generated from sales for services rendered and involves the following steps.
Invoice Raise Sales Invoice Send to Customer Invoice Sent to Customer Receipts Income Collected and Receipted Debt Management Credit Control Statements/ Dunning Letters
It will be necessary to raise sales invoices promptly to ensure income is collected quickly. 4.1.1 Internal Trading Internal Trading refers to inter-department (internal to the University) purchases and sales when one department trades (sells goods) to another department.
Dept A Sales Invoice

Raise Internal AR Invoice
Dept B Action Invoice

Locate Internal AP Invoice on UFS, code to appropriate Dept account & approve.
Finance Division Reviews

Finance Division Reviews Matching of AP and AR Invoices
Disputes
When invoices are disputed, queries should be resolved by referring to Head of Department in the first instance. Final Arbitration is with the Finance Division
4.1.2 Banking It is important to ensure that all monies (cash and cheques) received during the month are banked and receipted promptly and at least weekly. It will also be necessary to balance your petty cash float for the period.
Accounts Receivable (AR) Complete AR invoices, credit notes and batch receipts for the month (this is ongoing). Print and send AR invoices and customer statements. Print and send Dunning letters as part of credit control. Run Incomplete Invoices report to identify any incomplete sales transactions and complete/cancel transactions as necessary.
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Run Unapplied Receipts Register to identify any receipts unapplied to specific invoices and match these receipts to the invoices report. Run Aging 7 Buckets by Accounts report to show invoices with no remittance, and review use for credit control. Review and write-off bad debts (with the Head of Department approval). Internal Trading Raise Internal Trading AR invoices promptly to departments in accordance with agreed terms. Process Internal Trading AP invoices promptly (within the same month if possible) Review and agree Internal Trading invoices in dispute and refer to arbitration as necessary. Banking Complete all receipt batches for cash and cheques received on or before the last day of the month. Run the Receipt Register report for cash receipt batches. Arrange for banking of all monies received up to the last day of the month (including vending machines, photocopier sales, pay phones, key deposits). Claim BACS receipts/bank transfers from the weekly Finance Division spreadsheet. Process monthly petty cash journal for balancing your petty cash float.
4.3
Incomplete Invoices Report
Monthly
Why this report is useful This report will show all the sales transactions that are currently incomplete on the system; they will all require some further action by the Department. How to run this report The following parameter should be selected.
Only complete this parameter.
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Please Note: If you are in a Central Department, if you run this report you will get every Incomplete Invoice across the entire University. The Finance Division will produce a separate report on your behalf, showing just your own departments entries, this will be sent to you, in order for you to carry out your month-end procedures.
See Appendix D for an example of this report

Action points from this report Each Invoice on this report will have to be reviewed and one of the actions detailed on the following page carried out. TYPE VOID QUESTION Is this invoice no longer required? INSTRUCTIONS/COMMENTS Void and complete the invoice according to the normal procedure. NB: You will get a message asking you to Rerun AutoAccounting? Click on Yes and Complete.
Does the Void need completing? Was the credit/debit CREDIT OR DEBIT memo not completed because you made an error on it or it was raised by mistake?
If so complete the Void in the normal fashion.
If yes Void and complete the credit/debit memo according to normal procedure. If no, The credit/debit memo should be completed and then matched to the appropriate invoice (or credit/debit memo). Void and complete this invoice according to the normal procedure.
INVOICE
Was this an invoice raised in error, or was there a mistake on this invoice? Is this invoice correct but just awaiting completion?
Complete the invoice.
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4.4
Unapplied Receipts Register
Monthly
Why this report is useful This report will list receipts that are showing against a customers account, but that have not been applied to a specific transaction (Sales Invoice). Receipt Batch status will be OPEN when investigated but should be CLOSED wherever possible. The Batch will close once all of the Receipts have been applied within the batch. How to run this report The following parameters should be selected to run this report
Please Note: If you are in a Central Department, if you run this report you will get every batch with an unapplied receipts across the entire University listed. The Finance Division will produce a separate report on your behalf, showing just your own departments entries, this will be sent to you, in order for you to carry out your year-end procedures.
See Appendix E for an Example of this report
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Action points from this report

Start Here Query back the Receipt Batch and locate the unapplied receipt Can the money/funds be applied? YES YES
NO
Was it an overpayment? NO
Having drilled down to the receipt. Apply the funds to a transaction (Sales Invoice). NB it may be necessary to create a Debit Note in order to have somewhere for the funds to be applied against.
Make arrangements in the AP module to refund your customer. (Guidance on this is available through the AR Helpdesk)
Verify that the amount should be carried forward for future allocation
4.5 Ageing 7 Buckets By Account Report (UFS)
Monthly
Why this report is useful This report will show all your Sales Invoices that you have not received remittances for, it will list all your past due invoices and group the outstanding amount by bucket (time period). It will also give you an overall figure for all your departments external debtors. How to run this report The following parameters should be selected
Complete the parameters as shown
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Action points from this report All outstanding transactions should be investigated All outstanding transactions should be followed up with either i. Phone Calls ii. Statements iii. Dunning Letters Contact the AR Helpdesk for advice on printing statements and dunning letters if required. What If a Customer has already paid? It may become apparent that Customer has already paid their outstanding debt. Review any receipts previously received from Customer (funds may have been allocated against the wrong invoice or directly against a G/L code) Review the unallocated BACS spreadsheet sent out from Central Finance each week.
If the funds have been received, but a) wrongly allocated; or b) not yet claimed. Make arrangements to apply the funds against your Customers outstanding transaction(s) (further guidance on claiming BACS receipts or re-allocating existing receipts is available from the AR Helpdesk / Central AR).
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5.
Inventory

These procedures only apply to departments using the UFS Inventory module. It will be important for the departments with stores to ensure an accurate record of stock is maintained and that stock is allocated accurately within the department.
Receipt Receive the goods in to stores Issue Issue individual items out of stores Review Review stock levels Reconcile Reconcile Inventory and GL modules
Month-End Guidance Inventory

Complete all inventory issues and receipts made during the month (ongoing process during the month). Undertake monthly stock-take or cycle count if appropriate Run Value of Inventory report to review stock items and see overall stock position Run Material Distribution Retail Report showing issues of stock items with the department.
5.2
Inventory Value Report
Monthly
Why this report is useful This report details the stock value at the end of the period and should be reconciled to the general ledger inventory codes (the T range of transaction codes). It gives a breakdown of the stock item by item detailing item code, description, unit cost, quantity (which should agree to the stock take) and the total valuation. How to run this report Note the organisation is already chosen and all that is required is to accept the defaults (see overleaf). Action Points from this report Reconcile this report to the general ledger using the material account distribution detail report.
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Accept all of the default parameters
5.3
Material Account Distribution Detail Report
Why this report is useful As well as giving the stock value at the end of the period this report details all the receipts, issues and adjustments into the inventory value account. How to run this report It is possible to run this report for each cost centre and thus give a concise report for all stock movements.
NB: It is possible, when using this report other than at year end, to narrow down this report for an individual cost centre, alias or your T*** stock account.
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Action Points from this report Use this report to reconcile the inventory value report to the general ledger making adjustments for invoice price variances.
See Appendix H for an example of this report
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6.
Fixed Assets

Departments will wish to monitor their fixed assets using the Fixed Assets module from time to time. In order to maintain the universitys Fixed Asset Register, departments must ensure that when processing AP invoices, that for Fixed Asset purchases, to tick the Track as Asset box.
Departments
AP Invoice Processed Tick Track as Asset box
Finance Division Fixed Asset Addition

Details listed in holding area of the Fixed Asset Module
Finance Division Fixed Asset Capitalised

Fixed Asset is capitalised and journals created in General Ledger
Month-End Guidance Fixed Assets

AP Invoices: tick Track as Asset box all fixed assets > 750 (on-going process). Notify Finance Division (via Fixed Asset Helpdesk) of any fixed assets disposals during the month. Review the Departmental Fixed Asset Report for accuracy, to departments by the Finance Division. Run the Asset Additions (UFS) report to check new additions during the quarter (not monthly).
6.2
Departmental Fixed Asset Report
Why this report is useful This report allows a department to see information pertaining to all of its non-retired assets. Examples of such information include the Cost, Depreciation and Net Book Value (as of the last Mass Additions process run); the Vendor; the Purchase Order; and the Invoice Number. The Locations version of the report additionally gives the locations of each asset (with corresponding responsible officer) and the number of units at each location and can be a useful security check. NB, It is not usual to show buildings used by a department as belonging to that department. Most buildings will be shown as belonging to EMBS under department code BA.
How to Run this Report This report runs on a real time basis, which means that it will return the data as per the date you run the report. Therefore please run this report after the 8th working day following month end, once the Fixed Asset module has been closed.
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Complete both of the parameters, remembering to include your department code. If this field is left blank you will receive a report of all the Universities assets.
The only option available from the list of values
Action Points If you have any concerns about the completeness of the asset list for your department then run the Annual Additions (UFS) report to double check that any new acquisitions have been included. Notify any omissions or adjustments to the Fixed Asset Helpdesk who will make the adjustments for you in the subsequent month.
See Appendix I for an example of this report
6.3
Annual Additions Report (UFS)
Quarterly
Why this report is useful This clear and concise report identifies assets purchased in a department during any specified time period (not just a year). It displays: asset number and description date taken into service -normally the purchase date original cost Note: it is particularly vital that assets over 10,000 are identified so that they may be capitalised in the Universitys accounts. This means that depreciation will be calculated and thus their cost spread out over a number of years. How to Run this report This report runs on a real time basis, which means that it will return the data as per the date you run the report. Therefore please run this report after the 8th working day following month end, once the Fixed Asset module has been closed. Complete all of the parameters, including your department code.
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Action Points Review the report for completeness. If you discover that a recent asset purchase has not been included (or alternatively an item has been included on the register by mistake) please contact the Fixed Asset Helpdesk who will make the adjustments for you in the subsequent month.
See Appendix J for an example of this report
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7.
7.1
GRANTS MODULE
Month End Guidance
The Grants Module records expenditure and income for the Universitys research grants and contracts. Research grants are governed primarily by the length of the grant rather than accounting periods (months), and therefore departments will need to be pragmatic when considering their month-end procedures.
Month End Guidance Grants The following tasks should be undertaken monthly Review expenditure posted to your dummy suspense grant and re-post expenditures to clear the dummy grant to zero Review and clear funds check failures Check for unposted pre-approved batches Correct VAT errors as advised by the Tax & Property Finance Section
The following task should be undertaken quarterly Check the status of all grants and take action to correct erroneous items/resolve overspends and underspends
7.2. Expenditure Posted to Dummy Suspense Grants
Monthly
Some types of costs that are imported into the Grants Module, such as payroll, are not validated until the import process is run. Oracle Projects rejects expenditure if the item fails the validation and therefore the expenditure is not imported onto the project. Included in the standard validation process are checks to make sure that the: expenditure item date falls within the project dates the project status allows transactions transaction controls set allow the type of charge being made And at task level that the expenditure item falls within task dates expenditure type is valid for the project employee is active in the HR Table Treatment of Rejected Items A project and award with the format RG00000(dept cost centre) for the award code and dept cost centre/000 for the project codes has been set up for each department. Example: RG00000(EWAG) EWAG/000
All rejected items from payroll, telephone charges, pooled labour and fixed overheads will be transferred on the first working day of the month in to this project/award.
Finance Training Vs 2: May 2005 - 30 -
All expenditure items posted to these suspense projects will retain the original expenditure date. The comments field will contain the original project, award and task number that the department intended to charge and the reason for rejection. Expenditures can be transferred from the suspense project using the Tools and Transfer function available in Expenditure Enquiry. At month end departments should ensure that postings made to their suspense grant have been correctly charged out to the appropriate grants to leave a zero balance.
7.3
Review Funds Check Failures
Monthly
Miscellaneous transactions (journals) and costs that are imported into the grants module (e.g. payroll) are funds checked in the grants module. If there are insufficient funds the expenditure item will appear in the expenditure enquiry screen but will not be processed and will be flagged as a funds check failure. Expenditures that have failed funds checking will not transfer to the G/L. How to Identify Funds Check Failures in the Grants Module Please refer to the Funds Checking guidance notes on the UFS Research Services web page http://www-capsa.admin.cam.ac.uk/researchgrants/docs_rsg/ Resolving Grants Module Funds Check Failures 1. Check the budget and available funds by viewing the Funds Check Results Budget Screen available to Grants Administrators 2. If the budget or budgetary control setting needs to be changed please contact your Awards Administrator in the Research Finance Group If there are no available funds the transaction may need to be transferred from the grant, please discuss this with your Awards Administrator before entering any journals.
3.
7.4
Unposted Pre-Approved Batches
Monthly
At month end please ensure that all grants module pre-approved batches (journals) have been posted (submitted and released). Please refer to the guidance notes on the UFS Research Services web page to check that all batches have been posted http://www-capsa.admin.cam.ac.uk/researchgrants/docs_rsg/
7.5
Vat Corrections
MMonthly
Each month, where errors have occurred effecting VAT on purchase invoices charged to research grants, the Tax & Property Finance Section, Finance Division, will email your department with the list of VAT amounts that have been processed incorrectly and need adjusting. If you would like more information regarding why the amounts have been processed incorrectly please contact the Tax & Property Finance Section, Finance Division. The email from the Tax & Property Finance Section will detail the invoice number that the VAT adjustment relates to and the G/L code that the VAT adjustment has been
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posted to in your accounts ready for correction. You will need to enter a Pre-Approved Batch (journal) in the Grants Module to transfer the VAT adjustment from this G/L code to the project that it relates to. The VAT adjustment will be posted to your departmental research cost centre, onto the source of funds and transaction code below Example: **AG.AAAA.EZZM (where ** is your department code)
Quick Reference Guide 1. In Accounts Payable look up the invoice number and make a note of the research grant distribution codes (project, award task etc) 2. In the Grants module set up a Pre-Approved batch header 3. Enter journal lines to transfer the VAT adjustment from the G/L code it has been posted to (**AG.AAAA.EZZM) onto the Grant it relates to. If your G/L code has been debited you will need to debit the Grant and credit your G/L code. If your G/L code has been credited you will need to credit the Grant and debit your G/L code. 4. Save your journal and submit and release. For further advice on entering Pre-Approved batches please refer the CUFS Research Grants web page http://www-capsa.admin.cam.ac.uk/researchgrants/
7.6
Month End processing
Monthly
There are several processes run at month end in order to reflect all expenditures onto the grants: Monthly payroll imports Overheads (Fixed and Variable) Pooled Labour Telephones Inventory Posting of Payroll Charges The payroll is processed on the legacy system; the charges are imported into the Grants Module and directly into the GL. They are imported anytime between confirmation that Payroll has done the transfer to the GL and the last working day of the month. Payroll charges should not be transferred from one grant to another with out the permission of the Personnel Division.
PAYROLL FROM LEGACY SYSTEM
GENERAL LEDGER Dr M SOF NORMAL PAYROLL TRANS CODE CR PAYROLL CLEARIN /BANK ACCOUNT
GRANTS MODULE DR M SOF CZZZ TRANSACTION CODE CR M SOF CZZZ TRANSACTION CODE
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Posting of Overheads A grants process at the month end generates the overheads charges. The overheads are posted as expenditure to the grant, which maps across to the G/L, split between the Chest and Department share. The Department share is posted as a credit to the research cost centre, source of funds EDAA, transaction code LZAA. Where the department has grants from Research Councils and the overhead has to be accounted for separately, a transfer is made to move the overheads from EDAA to source of funds ECAA. Departments should spend their overheads directly from the source of funds code it is posted to, using the correct item codes for the expenditure. Variable overheads are set to run overnight on the last working day of the month. Fixed overheads are run during the working day on the last working day of the month. Posting of Pooled Labour The pooled labour charges are generated by a grants process at the month end, being posted as expenditure to the grant. The charge is generated from the budget awarded by the sponsor, which is allocated over the life of the grant. The pooled labour credit due to the department is posted to the research cost centre, source of funds ECAA and transaction code AZZZ. Pooled labour is run during the last working day of the month. Telephone and Inventory Telephones and Inventory costs related to Grants are imported on the last working day of the month. Posting of Grants Pre-Approved Batches (journals) to the G/L When users enter pre-approved batches (journals) into GMS, a grants process will post the G/L side of the batches into a G/L import table from where it is then imported into G/L. Expenditure lines to the same G/L codes will automatically be added together, along with lines from other batches to the same G/L code with the same ending date, and shown as a lump sum with the reference Projects. Drill down is available from the G/L back to grants to view the entries or the Cost Audit Report can be ran for the projects posting reference to obtain a listing of the entries. More information regarding the posting of pre-approved batches, G/L drill down and the cost audit report can be found on the CUFS Research Grants web page.
http://www-capsa.admin.cam.ac.uk/researchgrants/docs_rsg/
7.7
GMS: Award Status Report by Department (UFS)
Quarterly
The Status of all grants should be checked on a rolling basis, at least quarterly and action taken to correct erroneous items/resolve overspends and under-spends. The report detailed below will assist you in doing this. Background This report shows for each Award managed by a Department the following: Header details (Sponsor name, Award number, Award title, Principal Investigator, Award-Owning Organisation {Department or Cost Centre}, Award Start, End and Close dates)
Finance Training Vs 2: May 2005 - 33 -
Expenditure for each Expenditure Category Budget Expenditure (actual) Commitments Total Cost (Actual plus Commitments) Funds Available
Why this report is useful The report provides up-to-date details on awards including expenditures, amounts committed and funds available. The report will only show the award and values if the user is permitted to see this information. The report will provide totals at the task and award level. The report provides an accumulative summary of each award and is useful for checking expenditure and available funds. How to run this report From the Reports option (N Requests Submit Single Request) select GMS: Award Status by Department (UFS). A Parameters box will appear. The report can be requested for all awards in the department or for a Principal Investigator (as below). To request for all awards leave the Principal Investigator parameter blank.
This report currently runs overnight and when requested will appear as below in the request screen, automatically running overnight.
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Parameters Explained: Parameters: From Award Organisation To Award Organisation Award Number Principle Investigator Enter or select your organisation from the list of values Enter or select your organisation from the list of values. This should be left blank if you wish to review all awards within a department Leave blank or select from the list of values to produce a report by a named Principle Investigator. This defaults to No, change to Yes to include all closed awards. This defaults to No, however change to Yes to show the following: If the parameter is set to Y, then the report will show the expenditure, commitment and total cost by expenditure type, and budget and funds available by expenditure category. If the parameter is set to N, then the report will show the budget, expenditure, commitment total costs and funds available by expenditure category. The default is Yes to include any Grants Module funds check failures. However, the parameter can be changed to: No to exclude Funds Check Failures; or Only to only show Funds Check Failures. Select either, Award Number, Principal Investigator or Project Number. If this field is left blank the award status reports will be ordered by Award Number. This defaults to no (N), and can be changed to yes (Y) if a single award per page is required.
Include Closed Awards Show Details
Funds Check Failures
Order By
Page Break Per Award
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8.
General Ledger

The GL is at the heart of UFS, collating information from the sub-ledgers of all of the Universitys financial transactions. The GL is used for processing journals, account enquiries and running reports. Note on Accruals and Prepayments: When preparing your departmental accounts, accruals and prepayments can be used to: more accurately reflect your financial position to monitor your final position.
At present Departments are not expected to accrue their income/expenditure until the year-end, however, if the amounts are material then they should be processed on a monthly basis. Advice is available from your Finance Adviser.
Month-End Guidance General Ledger

Pre-GL Close Review any unposted GL journals. Take actions accordingly. Review and clear any departmental suspense accounts. Journal (or transfer) expenditure to match to correct source of funds. Review GL transactions for potential miscodings and correct as necessary. Review expenditure on Non-Recurrent grants to ensure not overspent. Review and monitor Trust Funds: Finance Division distribute Trust Funds Statements monthly. Review and process journals for Deposit Account movements. Post-GL Close Run Budget Comparing to Actual (CAPSA) report to review the departments transactions and balances. Review the Departments Summary Report distributed by the Finance Division.
8.2.
Budget Report-Comparing to Actual (CAPSA)
Monthly
Why this report is useful: The report gives balances for the year to date and for the current month. It shows for the range of accounts specified: The balance of chest budgets (where applicable); Actual expenditure The variance (the difference) of income/expenditure compared to the budget
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The report does not show: Commitments Total number of Amalgamated Fund Units held although these can be found by running other GL reports such as the Transaction Code Balances Report (CAPSA), and choosing STAT as the currency type.
If you run the report for all of your sources of funds, against all of your cost centres you will see within the balances: The balance of reserves held the brought forward balance plus or minus any adjustments - look at Transaction codes starting with an X Including interest received from deposits / amalgamated fund (AF) unit investments and any unrealised gains and losses on AF units Transaction codes starting with a S - displayed in sterling Displayed in the form of annual budgets and year to date budgets (i.e. phased over the financial year).
The balance for the year on all income and expenditure codes
The balance invested in deposits and/or amalgamated funds The total received by the department from the centre of all: Estimates, Allocations Supplementary Allocations Warrants
How to run this report: The example below shows the parameters that should be entered to ensure that all possible account code combinations are included for your department.
Enter your own Department Code
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Parameters explained Parameter Period Name from Options Always select the first month of the year (e.g. Aug-04) Notes This report will only you to select the first month of the financial year.
Period Name to
Choose the month in the same financial year for which you want to run the report for. Enter your department two letter ID code Source of funds Cost centre Transaction
Do not select any periods that start as ADJ-
Dept Segment value
The report balances for only one department at a time.
Primary Page Break Segment Primary page break segment low/high Secondary Page break segment Secondary segment Low/High
For the year-end report choose Source of Funds. This primary page break is the main subtotalling choice and the report will start a new page for every change in source of funds. For a complete set of balances choose the range 0000 to ZZZZ. For year-end report choose cost centre. This secondary page break choice means cost centre totals will be displayed within each source of funds, Again for completeness choose the full range 0000 to ZZZZ. Importantly, a prior keying error may have resulted in a balance on a cost centre where it is not expected; also some opening balances were posted to 0000 cost centre. There is only one budget type (Chest Budgets) on the system at present. The budget totals Displayed represent Estimates, Allocations and Warrants
Put in a range anywhere from 0000 to ZZZZ Cost centre Sources of funds Transaction Put in a range anywhere from 0000 to ZZZZ
Budget
BUDGET
See Appendix K for an example of this report

Action Points Review departmental transactions, balances and performance against budget.
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8.3
Financial Summary Reports
Each month Management Accounts forward to Heads of Departments a Financial Summary Report for the department. It is also the report that will be sent out at Year End and which Heads of Departments will be asked to sign off. Why this report is useful This concise report represents the summarised financial position (by sources of funds) for the whole department. It shows: Budgets Income & Expenditure Cash position Investments: including money on deposit and Amalgamated Fund Units Balance Sheet entries e.g. petty cash, debtors and key deposits A reconciliation to UFS Departments are unable to run this report themselves, however may be possible to produce a version of this report run by cost centres as opposed to sources of funds. If this is required please contact Financial Planning & Analysis. Please note that at the end of the financial year Heads of Department will be required to sign off the source of funds version. Understanding the Report The report lists all the sources of funds used in the department during the financial year and is broken down into three main sections: Income & Expenditure Overall Financial Position the position for the current financial year the accumulated financial position for each source of funds inclusive of all investments and brought forward balances is shown for completeness. The column Reconciliation to UFS equals the column Variance YTD on the UFS report Budget Report Comparing to Actual.
Memorandum
Income & Expenditure This section shows the position for each source of funds for the current financial year to date. It excludes brought forward balances and investing activity. Budget YTD (1) When the annual budgets are uploaded into UFS, they are phased over the 12 months, usually in equal 1/12ths. The year to date budget (YTD) is the sum of the phased budget up to and including the month the report is run. For this report income is shown as a positive number This column equals the sum of the Budget YTD (where applicable) plus income less
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Income (2) (Deficit)/Surplus (4) = (1) + (2) (3)

expenditure. A total in brackets means the source of funds is overspent. A positive number is a favourable variance.
Overall Financial Position This section represents the accumulated overall financial position for each source of funds inclusive of money on deposit, Amalgamated Fund Units (AFU) and Other Investments. (Overdrawn) / Cash in Hand (5) This column represents the current cash balance for each source of funds (i.e. excluding deposit and Amalgamated Fund, which are shown in columns 6 and 7). A (deficit balance) here should be investigated. This column is the total of cash in hand (or deficit) and invested balances. The total is important because it represents the overall financial position for each source of funds. A figure in brackets means a source of funds is in deficit.
Total (9) =(5)+(6)+(7)+(8)
Memorandum Balance Sheet Entries This column represents items that are not included in either the Income & Expenditure or the Overall Financial Position sections. The Balances include items such as petty cash, debtors and key deposits. The figures in this column are the same as those in the Variance YTD column on the UFS standard report called Budget Report Comparing to Actual (CAPSA).
Reconciliation to UFS
Grand Total and Department Net Total Grand Total Shows the balances for all departmental activities Net Total Excludes sources of funds MAAA to ZZZZ in order to show the overall position on centrally funded and departmental accounts
Sources of funds MAAA MAZZ represent Research Grants totals in the General Ledger. They are summary balances by sponsor type only. Users should run standard UFS reports in the Grants module for individual grant balances. Source of funds ZAAA ZZZZ represents the accounting for fixed assets. All balances on these sources of funds are generated centrally by the Finance Division in the Old Schools and are included in the summary report for completeness of the reconciliation to the UFS reports.
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APPENDICES Examples of Reports
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How to Run Month
Appendix A: Open Purchase Order Report (UFS)

Example 1: Summary Section of the Report
CAPSA Set of Books ******************* Report Parameters : ******************* Open Purchase Orders Report (UFS) SLS Department: XX Creation Date - From: Creation Date - To: Buyer: Vendors From: To: Request ID: 2501303 **************** Report Summary : **************** By Purchase Order Type : Purchase Order Type ------------------STANDARD Total By SLS Department Row Dept Code ---- --------1 XX Total By Creation month Row ---1 2 3 4 5 6 7 9 8 Creation Year- Month -------------------2000-Oct 2000-Nov 2001-Jan 2001-Feb 2001-Mar 2001-Apr 2001-May 2001-Jul 2001-Jun Count ---------2 1 4 4 16 11 6 5 11 Count ---------203 ---------203 Are Purchase Orders Project Related? : Row ----1 2 Total Dept Name ---------------------------------------Example Department Count ---------203 ---------203 SLS Group -------------------APPS_XX Projects Related -------------------Not Projects Related Projects Related Count ---------178 25 ---------203 Report Date: Select Project Orders: Show Summary Detail: Show Detail Info: Break Order: Sort Order: Cost Centre From: Cost Centre To: N Y Y <Brk>, Proj, Date, PO Num 13-NOV-2002 13:55
By Buyer : Row ---1 2 3 4 Total Buyer Name -----------------------------SMITH, Mr. J JONES, Mrs. K POTER, Miss L DURSE, Mrs. R Count ---------104 55 34 10 ---------203
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How to Run Month
Example 2: Report showing just the PO Header information

Po Number ---------12345 56789 12123 24680 Release ------Creation Date ------------07-JUL-01 25-NOV-01 31-JAN-02 27-FEB-02 Buyer Name -------------------JONES, Mrs. K JONES, Mrs. K JONES, Mrs. K JONES, Mrs. K Vendor Name -----------------------------SIMPLY LTD SIMPLY LTD UNIVERSITY COMPUTING SERVICE TRANSTEC COMPUTERS LTD Project Related --------------Y Y Y Y
Example 3 :Report showing detailed Information for order lines and shipments
Po Number ---------12345 Release ------Creation Date ------------07-JUL-01 Buyer Name -------------------JONES, Mrs. K Shipment -------1 Vendor Name -----------------------------SIMPLY LTD Ordered ---------1 SIMPLY LTD Ordered ---------1 Received ---------0 Received ---------0 Project Related --------------Y Unit Price Status ---------- ----------------2849.98 Open
Line Num -------1 56789 Line Num -------1
Description -----------------------------ABC234K PII350MHz 256MB 10GB 25-NOV-01
Billed ---------0 Y Billed ---------0
JONES, Mrs. K J Shipment -------1
Description -----------------------------EZCD Creator Del 3 for Linu
Unit Price Status ---------- ----------------156.5 Open
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How to Run Month
Appendix B: Unapproved Invoice Register (CAPSA)

CAPSA Set of Books Report Date: 21-MAY-2005 16:22
Unapproved Invoice Register (CAPSA)

Currency: GBP Batch: AG/TJH/01/03/05/5 Data Entry Person: Entered Date From: 01-AUG-04 Entered Date to: 30-APR-05 Accounting Period:
Page:
Column Headers wrap round over two lines
Supplier Invoice Invoice Original Amount Name Number Date Amount Remaining Description -------------------------------------------------------- --------------- --------- ----------------- ----------------- --------------------Expense Liability Type Line Accounting Flex Accounting Flex Amount Description ---- ---- ---------------------------- ---------------------------- ----------------------------------- ---- --------------SIGMA-GENOSYS LTD 229328 05-FEB-05 100.40 0.00 (100.40) Adjustment from PA 100.40 Adjustment from PA
Invoice Type - ------------Income Accounting Tax Date Type Tax Post ---------- ------- --- ---Standard 31-MAY-05 31-MAY-05 No
Originally Tied
Item 4 U.PK.PKAG.MAAB.EZZC.0000 Item 5 U.PK.PKAG.MAAB.EZZC.0000
U.00.0000.0000.VBAA.0000 U.00.0000.0000.VBAA.0000
No
SIGMA-GENOSYS LTD Tax
60488
13-DEC-04
4.84
4.84
WTA54148 01-APR-05
Standard SR1 No
Ready to be reapproved
This is an AP Tieback Invoice. ( its been paid but needs reapproving on UFS)
1 U.00.0000.0000.VCBA.0000 U.00.0000.0000.VBAA.0000 ----------------- ----------------Total for SIGMA-GENOSYS LTD: 105.24
0.72 17.5% Standard
4.84
Distribution Line Number Supplier Invoice Number You can tell whether or not the invoice has been paid by the
amount remaining
Stands for Adjustment from Project Accounting I.e. AP Tie Back
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How to Run Month
Appendix C: Invoices on Hold Report (CAPSA)
CAPSA Set of Books Report Date: 17-MAY-2005 13:40 Page: Department : AG Hold 1 Finance
Supplier Invoice Number
Invoice on Hold Report (CAPSA)

Date of Supplier Invoice
: Dist Variance
<-----Functional Currency ------> Batch Supplier Invoice PO Invoice Original Amount Name Name Number Number Date Amount Remaining Description ------------------ -------------------------------------------------- --------------- ---------- --------- ----------------- ----------------- ------------------------------AG/CA/09/05/02/3 ABC METAL SERVICES 7777 09-MAY-05 5,000.00 5,000.00 AG/CA/09/05/02/2 ADC (SPARES & SERVICE) 4321 03-APR-05 25,000.00 25,000.00 AG/CA/09/05/02/1 ALLEN PRESS INC 12345 09-MAY-05 200.00 200.00 AG/CA/09/05/02/2 FRAMING TALENT 3214 01-APR-05 25,000.00 25,000.00
Hold
: Qty Rec
<-----Functional Currency ------> Batch Supplier Invoice PO Invoice Original Amount Name Name Number Number Date Amount Remaining Description ------------------ -------------------------------------------------- --------------- ---------- --------- ----------------- ----------------- ------------------------------AG/TESTING/TJH LYRECO TJH4 203306 16-MAY-05 20.00 20.00 Envelopes
The Report lists the holds by name grouping together invoices with the same hold. If there are three different holds on an invoice it will appear on the report three times.
Purchase Order Number
Decription of goods that was entered on the invoice pulls through here
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How to Run Month
Appendix D: Incomplete Invoices Report
CAPSA Set of Books Order By: Invoice
Incomplete Invoices Report
Report Date: 21-MAY-2005 09:52 Page: 1 of 8
--------------------Invoice--------------------- --------------------------------Customer--------------------------Number Type Date GL Date Name Number -------------------- ------- --------- --------- --------------------------------------------- --------------------1213 1271 1294 25770 25950 26273 AG AG AG AG AG AG Inte Cred Cred Void Inte Invo 15-JUL-04 08-AUG-04 24-OCT-04 11-JUN-04 13-JUN-04 14-JUN-04 15-JUL-04 ESTATE MANAGEMENT & BUILDING SERVICES 08-AUG-04 CLINICAL SCHOOL IT SUPPORT 05-APR-05 FALL Mr D ANATOMY 13-JUN-04 ESTATE MANAGEMENT & BUILDING SERVICES 14-JUN-04 ADDENBROOKE'S NHS TRUST 1018 1119 7947 1088 1018 12232
Dept. Code and invoice type Transaction Number
Customer Name and Number
Note that Voids do not hit the GL
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How to Run Month
Appendix E: Unapplied Receipts Register
CAPSA Set of Books
Unapplied Receipts Register

GL Date From To All Detailed U
Report Date: 22-MAY-2005 17:38 Page: 1 of 51
Currency: Format Option: Entity:
* - Unidentified Payment
Batch Batch Payment Payment On Account Unapplied GL Date Source Name Method Payment Number Date Amount Amount --------- -------------------- --------------- ------------ -------------------- --------- ------------------- ------------------Customer Name: HUISH PLC Customer Number: 121212 01-DEC-04 Manual Receipts Total for Customer: HUISH PLC Customer Number: 10005 AG/18/03/05/B3 USD Cash AG/TJH/18/03/05/R1 18-MAR-05 0.00 31.98 AG/01/12/04/B1 Cash AG/TJH/01/12/04/R3 01-DEC-04 0.00 66.35 ------------------- ------------------0.00 66.35
Customer Name: JOES PLACE 18-MAR-05 USD Manual Receipts Total for Customer: JOES PLACE
------------------- ------------------0.00 31.98
Receipt Batch Source Receipt Batch Name Individual Receipt Number within the Batch
Amount Left to be Applied NB: This may not be the whole amount of the original receipt
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How to Run Month
Appendix F: Ageing 7 Buckets- By Account Report (CAPSA)

CAPSA Set of Books 11:46
Ageing - 7 Buckets - By Account Report (CAPSA)

As of 24-May-2005 Page:
Report Date: 24-MAY-2005 1
Order By: Accounting Flexfield Entity Segment: U Accounting Flexfield: U.00.0000.0000.UBAA.0000 Invoice Number ---------Outstanding Amount ---------------7006 34.50 -----------34.50 34.50 --------------- ---------------- -----------------34.50 0.00 0.00 100.00% 0.00% 0.00 % 1-30 Days Past Due ------------31-60 Days Past Due ------------61-90 Days Past Due --------------91-180 Days Past Due ---------------181-360 Days Past Due ------------------361+ Days Past Due ----------------
Bucket Names
Current ------------
Type ------
Due Date ------------
ALL BOOKS LTD
53398
AG Invoi 05-APR-05 Total:
Customer Credit Memos: Customer Payments:

JOES PLACE
----------------------0.00 0.00 0.00 % 0.00% 0.00 0.00
-------------------- ---------------0.00 0.00 0.00% 0.00%
21290 15000.00 5000.00 --------------20000.00 15000.00 5000.00 -------------- -------------- ------------------ --------------5000.00 0.00 15000.00 0.00 25.00 % 0.00% 75.00% 0.00% 0.00 0.00
54032 60773
AG Invoi 12-APR-05 AG Invoi 31-MAY-05 Total:
Outstanding amount
---------------0.00 0.00 % -------------------0.00 0.00% -------------0.00 0.00%
Customer Credit Memos: Customer Payments:
Customer Name Sales Invoice Number
Customer Number
Total Outstanding Amount (Including Current)
Percentage of total outstanding amount which
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How to Run Month
Appendix G: Inventory Value Report
PK_Pathology Sort by Item Cost Type: Category Set:
Report Date:
06-JUN-2005 16:22 Page: 1
AFINVCST
Average Inventory Detailed (GBP)
Headings wrap around onto two rows

Item Description --------------- -----------------AJ0009 OVERHEAD PROJECTION SHEETS A4 PER SHEET PACK/100
Item Status UOM Quantity Unit Cost Extended Value ---------- --- ------------ -------------- ---------------Active Ea 17.00 19.99 339.89
Subinventory Asset Description Rev Quantity Extended Value ------------ ----- -------------------------------------------------- --- ------------ ---------------------------------------------------------------------------------------ASSET_PK Yes Primary Sub Inventory 17.00 339.89 AKA0015 PHOTOGRAPHIC FILM POLAROID 667 Active Ea 35.00 12.00 420.00
Subinventory Asset Description Rev Quantity Extended Value ------------ ----- -------------------------------------------------- --- ------------ ---------------------------------------------------------------------------------------ASSET_PK Yes Primary Sub Inventory 35.00 420.00
Extended Value could be subject to rounding
Item Code
Quantity Available
Average Unit Cost calculated by the system.
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How to Run Month
Appendix H: Material Distribution Detail Report

PK_Pathology
Sorted by Account 314
Report Date: 06-JUN-2002 16:22
Material Account Distribution Detail(CAPSA)

GBP
Page:
Account: U.PK.PKAB.ADAA.TAAA.0000 Txn Date --------12-JAN-01 12-JAN-01 12-JAN-01 15-JAN-01 15-JAN-01 15-JAN-01 Item -------UDE0011 UDE0011 UDEG0024 HEA0002 HAD0007 HAD0009 Description -------------GLOVES SILK PAIR GLOVES SILK PAIR GLOVES - LATEX ANSELL PACK/100 PAPER TOWELS CENTRE FOLD SPD135 HAND CREAM E45 HAND CREAM VASELINE Reference -------PA15111 PA15101/PF46022 pa15007 PA15179 PA15179 Source Quantity -------------- -----------1:VIROLOGY -2.00 2:ZOOLOGY -1.00 1:PROF C HUGHE -4.00 44896 10.00 1:MICROBIOLOGY -1.00 1:MICROBIOLOGY -1.00 UOM Unit Cost Txn Value --- ------------- --------------Ea 5.75 (11.50) Ea 5.75 (5.75) Ea 2.80 (11.20) Ea 1.71 17.10 Ea 3.90 (3.90) Ea 1.15 (1.15)
Item Code
PO Number or Alias used.
Transaction Date NB: When viewing the Stock Account Transaction Code (TAAA as shown in this example) a positive figure represents good received and a negative figure represents goods issued. However, when viewing an Income or Expenditure account code, a positive figure will represent the goods issued from stock and a negative figure will represent goods returned to stock.
Transaction Value = Unit Cost x Quantity
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How to Run Month
Appendix I: Departmental Fixed Asset Report

Departmental Fixed Asset Report (UFS)
Page: 1 Department PF - Zoology Asset Key PF.ANALYSING EQUIPMENT Category EQUIPMENT.RESEARCH GRANTS Asset No Description Tag No Units Vendor Invoice No Cost Deprn Net Book Value In Service PO No Project No -------- -------------------- --------------- ----- ------------------------------------------------------- -------------- -------------------43 DNA Engine Base Unit 4042D 1 GENETIC RESEARCH 4,671.00 2,919.36 1,751.64 31-JUL-00 PF811 INSTRMN LTD -------------------------- -------------Category Totals: 4,671.00 2,919.36 1,751.64 -------------------------- -------------4,671.00 2,919.36 1,751.64 Report Date: 05-MAR-2005
Asset Key Totals:
Asset Key PF.MISC Category EQUIPMENT ASSETS.EXPENSED LOW VALUE Asset No Description -------- -------------------2760 APPLE iMac G3 COMPUTER 400 128MB/10GB 2761 PRINTER, HP4500N 2763 SPEEDVAC CONCENTRATOR 2765 INTERFACE UNIT, MICRO 1401 2766 MICROPIPETTE PULLER SUTTER P-97 2767 COMPUTER, Genie 3+ & ENVY 19T MONITOR Tag No Units Vendor Invoice No Cost Deprn Net Book Value In Service PO No Project No --------------- ----- ------------------------------------------------------------------------- ----------------4098D 1 APPLE (UK) OFFICE 937.65 0.00 937.65 01-AUG-00
4063D 4067D 4040D 4064D 4069D
1 HEWLETT PACKARD LTD 1 1 CED LTD 1 SUTTER INSTRUMENT COMPANY 1 VIGLEN LTD
1,775.00 7,490.00 2,908.00 4,714.00 1,595.00
0.00 0.00 0.00 0.00 0.00
1,775.00 01-AUG-00 7,490.00 01-AUG-00 2,908.00 01-AUG-00 4,714.00 30-JUN-01 1,595.00 01-AUG-00
Invoice number would be shown if the asset was purchased post Aug 2001
No depreciation charged as these assets cost less than 10,000
Currently will always be blank. Its intended in the future that this will include either: research grant project ID for buildings the EMBS project number
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How to Run Month
Appendix J: Annual Additions Report (UFS)

CAMBRIDGE UNIVERSITY Book: CU BOOK Entity: U Department: PF - Zoology Asset Account Asset Number - Description ------- ----------------------------------PBAA 7475 - PULSE GENERATOR, MASTER 8 7476 - MICROMANIPULATOR, NARASHIGE 7477 - MICROFORGE MF-830 7507 - AMPLIFIER, POWERLAB 4SP 7508 - POWER SUPPLY, POWERPAC 200 7541 - LAPTOP, DELL 8200 NOTEBOOK 7677 - SAFETY CABINET, HERAEUS Clas 7697 - SAFETY CABINET, HERAEUS Clas 7762 - MICROPULSER ELECTROPORATOR 7763 - PICO INJECTOR, PLI-100+ 7764 - MICROMANIPULATOR, MWS-1A 7765 - COMPUTER, GENIE COMPUTER + M 7788 - INCUBATOR, LMS, COOLED Serie 7810 - Leica DMIL Microscope & acce 7821 - WASHING MACHINE, ASKO W6461 7822 - TUMBLE DRYER, ASKO T741 7823 - COMPUTER, GENIE COMPUTER + M 7850 - CAMERA, DIGITAL, CANON MV500 7851 - CAMERA, DIGITAL, CANON MV500 7881 - LTE Drying Cabinets 7882 - LTE Drying Cabinets Asset Account PBAA Total: PBAC Annual Additions Report (UFS) From 01-JAN-2003 to 31-MAR-2003 Report Date: Page: 01-APR-2003 10:01 1 of 1
Date Placed In Service Original Cost ----------- ----------------06-JAN-2003 2,937.00 03-JAN-2003 4,033.00 03-JAN-2003 3,100.00 17-JAN-2003 3,160.00 16-JAN-2003 793.25 16-JAN-2003 1,068.00 05-FEB-2003 6,290.00 05-FEB-2003 6,290.00 30-JAN-2003 1,264.40 03-FEB-2003 3,996.00 03-FEB-2003 1,793.00 27-JAN-2003 1,192.95 31-JAN-2003 1,495.00 05-FEB-2003 4,188.50 07-FEB-2003 649.95 07-FEB-2003 499.95 10-FEB-2003 1,427.53 17-FEB-2003 1,052.80 17-FEB-2003 1,052.80 05-FEB-2003 1,190.00 05-FEB-2003 1,190.00 ----------------48,664.13 16,835.00 ----------------16,835.00 ----------------65,499.13
7542 - Imaging System as per your Q 28-JAN-2003 Asset Account PBAC Total:
Entity U Total:
Report Total:
65,499.13
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How to Run Month
Appendix K: Budget Comparing to Actual (CAPSA) Report

CAPSA Set of Books Currency: GBP Budget: BUDGET Period Name: AUG-00 to JUL-01 Source of Funds Range: 0000 to ZZZZ Source of Funds: AAAA Source of Funds Name: CHEST NON PAYROLL
Budget Report - Comparing to Actual (CAPSA)

Page: Department Name: Press and Publications Office Department Code: AR 8
Report Date: of 33
23-AUG-2001
Figures for the month of July-01
Cumulative totals up to the end of July-01
Cost Centre Transaction Code and Name
Annual Budget
Budget Month
Actual Month
Variance Month
Budget Ytd
Actual Ytd
Variance Ytd
ESKA: ESKB: ESKC: ESKE: ESKF: ESKG: ESKJ: ESZO: ETGA: EXZZ:
--------- ------------------------------------------------------------------------- --Pens & Markers 0.00 0.00 17.90 Pencils 0.00 0.00 0.00 Clips, Pins and Staples 0.00 0.00 0.00 Printer/Typewriter Ribbons 0.00 0.00 0.00 Adhesives & Adhesive Tape 0.00 0.00 0.00 Miscellaneous office Supplies and Consumables 0.00 0.00 143.15 Inks, Ink Pads 0.00 0.00 0.00 Other/general stationery and office supplies 0.00 0.00 0.00 Subsistence 0.00 0.00 9.02 Other/general miscellaneous 10,000.00 837.00 0.00
------------------- ----------------------- --------------------- --------------------------- ------------------------- ------------------------------- -------------------------------17.90 0.00 62.82 -62.82 0.00 0.00 8.94 -8.94 0.00 0.00 24.86 -24.86 0.00 0.00 169.87 -169.87 0.00 0.00 18.21 -18.21 -143.15 0.00 940.44 -940.44 0.00 0.00 3.10 -3.10 0.00 0.00 3.10 -3.10 -9.02 0.00 9.02 -9.02 837.00 10,000.00 0.00 10,000.00
---------------------- --------------------- --------------------- -------------------------- --------------------------- ------------------------------ ------------------------------Subtotal for Cost Centre ARBJ (NEWSPAPERS, STATIONERY, BOOKS) 10,000.00 837.00 535.12 301.88 10,000.00 6,324.11 3,675.89
Transaction codes starting with a letter between A-F represent expenditure Those starting with a letter between K P represent income
ARBK EKBC: Inkjet printer EKDA: Removable storage media drives EKEO: Software purchase, maintenance and royalties EKFA: System software EKEC: Auditing,Licensing,Metering EKHB: Macintoshes EKJB: Network Charges (Initial connections and installation) EKKC: Portable and laptop PC's EKLB: Scanners EKLC: Maintenance EKMF: Pointers (Mice, tablets, light pens etc.) EKMP: Short Cables and Interconnects EKZO: Other/General computer EKZE: Disc Storage racks EXZZ: Other/general miscellaneous LRAA: MISCELLANEOUS COMPUTER INCOME
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
116.33 475.88 58.69 82.19 1,733.13 2,186.68 30.00
-116.33 -475.88 -58.69 -82.19 -1,733.13 -2,186.68 -30.00
0.00 0.00 0.00 0.00 0.00 971.48 -971.48 0.00 0.00 304.33 -304.33 0.00 304.33 -304.33 0.00 0.00 0.00 0.00 0.00 146.88 -146.88 0.00 0.00 0.00 0.00 0.00 121.02 -121.02 0.00 0.00 0.00 0.00 0.00 47.98 -47.98 0.00 0.00 0.00 0.00 0.00 34.08 -34.08 0.00 0.00 0.00 0.00 0.00 259.70 -259.70 11,000.00 913.00 0.00 913.00 11,000.00 0.00 11,000.00 0.00 0.00 0.00 0.00 0.00 -3,127.00 3,127.00 --------------------- ---------------------- -------------------- --------------------------- --------------------------- ------------------------------ -----------------------------11,000.00 0.00 0.00 0.00 17,000.00 913.00 0.00 0.00 0.00 1,413.00 304.33 0.00 0.00 0.00 0.00 608.67 0.00 0.00 0.00 1,413.00 11,000.00 0.00 0.00 0.00 17,000.00 3,441.37 844.04 11,373.64 853.29 0.00 7,558.63 -844.04 -11,373.64 -853.29 17,000.00
At the end of July-01, they were underspent by 7558
Subtotal for Cost Centre ARBK (COMPUTERS): EAKA: Photographic Film EPRA: External or outsourced printing ESHB: Printed Labels EXZZ: Other/general miscellaneous
The department has set an annual budget of 11,000 to spend on computers
The monthly budget for computers was 913 (1/12 of the annual budget)
During July-01 they have spent 304 on a scanner.
This means that they have underspent this month by 608
- 53 -

An Example of How To Process Month End Accounts

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How to Run Month End

VS2 May 2005

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Appendices Examples of Reports

Finance Training Vs 2: May 2005

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Month-End Guidance - Purchasing

2.2 Open Purchase Orders Report (UFS)

Finance Training Vs 2: May 2005

How to Run Month End

3 Way Matched POs

2-Way Matched POs

Closed for Invoicing

PO has been manually closed to remove commitment

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Creation Date From Creation Date To

From/To Cost Centre

See Appendix A for an example of this report

Finance Training Vs 2: May 2005

How to Run Month End

STATUS NAME Closed for Invoicing

WHAT THIS MEANS & ACTION POINTS

Finance Training Vs 2: May 2005

How to Run Month End

2.3 To cancel/ finally close a purchase order or purchase order line

To return goods on the system

Finance Training Vs 2: May 2005

How to Run Month End

Month-End Guidance Accounts Payable

Supplier Statement Reconciliation

How to Run Month End

You should get a list that looks something like this:

Finance Training Vs 2: May 2005

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Finance Training Vs 2: May 2005

How to Run Month End

Invoice Register (UFS)

See Appendix B for an example of this report

Finance Training Vs 2: May 2005

How to Run Month End

Invoice on Hold Report (UFS)

What does it mean?

How did I get it?

The tax name on your PO is different to that on your invoice

Final Matching Secondary Approval Tax Variance

Finance Training Vs 2: May 2005

How to Run Month End

How to run this report

See Appendix C for an example of this report

Finance Training Vs 2: May 2005

How to Run Month End

Dept A Sales Invoice