Ordering: Purchase Order (PO) module
A department wishing to order goods or services should raise a purchase order on CUFS to the supplying department. It is good practise to include a note on the purchase order your department's AR internal customer number. This minimises invoicing errors later. See Appendix A.
Receipt of Invoice: Accounts Payable (AP) module
When a paper copy of an internal trading invoice is received, the buying department must locate the internal transaction in the AP module. They must not re-key the invoice into UFS.
An electronic copy of the invoice will interface into the AP module overnight from the AR module of the other department and be viewable by the buying department the following day. Internal trading invoice batches have the naming convention of the department code followed by 'IT' and the date i.e. AGIT220606.
For full details of how to process an internal invoice please see the Payables Training manuals available on line.
Departments must not change the pay group from 'internal invoice' as this results in actual cheques being produced. This means we are left with a Cambridge University cheque, made payable to Cambridge University (it will have the payee as the department name, but when it comes to cashing it the bank accounts will match). As a result a lot of paperwork has to be completed to arrange for cancellation of the cheque and to allow the invoices to be released for payment once more.
Default expenditure code
The invoice will have a default expenditure code (always transaction code FKAA) which will require reversing and either a new line being entered to code to an appropriate departmental expenditure code or the invoice matched to its purchase order. The invoice should then be validated and secondary approved in the normal way.
Departments must process the invoice for payment within fourteen days.
If the invoice is not processed by the department after 14 days of the invoice date, the Accounts Payable team will automatically process the invoice by posting the cost to the default expenditure code. Departments will still be required to locate the invoice and carry out the reversal exercise to ensure the correct accounting codes have been debited.
Invoices that are in dispute and have been put 'On Hold' within UFS will not be automatically processed.
Invoices not appeared via the interface? Report to the AP helpdesk for further investigation.
Accounts Payable invoices in dispute
If an AP invoice is in dispute, the invoice should be processed on UFS and put on hold. The two types of 'holds' that should be used are:
- 'Internal Dispute'
- 'Credit Note'
The latter is used to show the buying department is awaiting an internal credit memo. This will inform the Accounts Payable team not to automatically clear the payment.
Departments should resolve disputes within a further fourteen days.
If disputes cannot be resolved within thirty days of date of invoice, the receiving department should contact 'Assistant Director (Financial Operations)' within the Finance Division with detailed reasons for the dispute. If appropriate the matter may then be referred to the Pro-Vice Chancellor (Planning and Resources) for a decision.