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FAQs are grouped by CUFS module or theme. Use the drop down list below to select the module/subject you're interested in.

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General Questions
I'm getting the following error message Unable to Authenticate Session". What should I do?

UFS does not like to be open with any other windows or previous sessions of UFS. Close down your browser and reopen, and make sure you only try and open once instance of UFS at a time.

Will UFS work with XP?

Yes, you can refer to the technical guidance on the UFS web page regarding supporting browsers and operating systems available.

Refer to the Technical News section of this site for up-to-date information about supported operating systems and web browsers.

I'm getting the following Java error message like "Missing required Permissions manifest attribute in main jar". What should I do?

We are advised that in order to access the system the java version needs to be 1.7.0_72 or to use the workaround available at https://www.java.com/en/download/help/java_blocked.xml (work around section).

Please speak to your Computer Officer or Technical Support before making any changes. This should be your first point of contact for this issue.

Accounts Payable-related Questions
The account code does not populate on the Lines tab for matched Purchase Order Item and Tax lines.

This is standard functionality of R12, however, it will be reviewed again once we have gone LIVE to see if there is any way this information can pull through to the Lines tab.

There are several description fields, what is the impact of these fields and which ones pull through to the Grants and GL module?

The Description field at the invoice header defaults to the individual line tab description. If this is not amended then it is this description that pulls through to the Distribution screen, which then pulls through to the GL/Grants module. If you change the description on the Lines tab then again that pulls through to the distribution screen and into the GL/Grants module.

When matching an invoice to the PO the 'Item Description' field populates on the Lines tab from the description on the order, which then defaults into the 'Description' field, which again pulls through to the Distributions screen, which then transfers to the GL/Grants module. You can view this in the GL module by running reports and drilling down on the transaction in the Account Enquiry screen.

How do I process a VAT only credit memo?

These are processed in a very similar way to a standalone credit note as it is negative values. The only difference is that when you are on the 'Lines tab', you amend the line type to Tax.

Refer to guidance material.

Can I track the item as an asset and complete the additional fixed asset fields once an invoice has been primary validated?

You cannot go back and enter in the Fixed Asset details once the invoice has been primary validated, so a call would need to be made to the Fixed Asset team or wait until the asset is in the Fixed Asset module where you can enter the details.

What do I do if a supplier has sent me an incorrect invoice?

If you have already started to process the invoice, then you can put a hold on the invoice whilst you liaise with the supplier, in the same way you can now. If you haven't processed the invoice, contact the supplier straight away.

Can I ascertain how much is left to be invoiced against a purchase order?

Via the Buyers Work Centre, you can query the order and in the column on the far right it will display the PO amount and invoice matched amount. You can also click on the details icon for the order and drill down to the invoices.

Refer to guidance material, Buyers Work Centre: Searching.

What happens to VAT rounding issues?

The value entered in the VAT control amount will over-ride what tax is calculated by the system. In terms of how it is allocated, it is dealt with in the same way it is now. The system will generate which lines are recoverable and non- recoverable.

What is the Line No column on the Distribution screen?

The Line No column that displayed on the left hand side of the distribution screen indicates the associated item line for each tax line.

Has the process changed relating to USD invoices?

No, the process remains the same.

Is there any further training I need to attend in order to keep my AP responsibility in LIVE?

No, as long as you have attended one of the training courses you will now keep your AP responsibility when we move across to live.

If I have a brand new member of staff who will process invoices, what training do they need?

AP1 is mandatory for invoice entry and manager responsibility.

AP2 covers matching and amending invoices, AP3 is on foreign transactions and AP4 covers additional reports, SIA, credit card journals.

If the new member will only ever SIA invoices, then they will need to complete the mandatory training of AP1 and also the on-line SIA course.

Can you customise the column headings on the SIA View and Authorize Invoices screen to what you want?

Yes you can, you can rename them by right clicking in the column header and amending.

I am trying to apply a sterling expense claim that is being coded to a Grant to an advance and I get an error message asking me to create an item line before applying the prepayment?

This will only happen when coding to a Grant. You will need to validate the item line first by going to Actions…1, select Validate and click OK. You will then need to click Actions…1 again and select the box for Apply/unapply Prepayment and click OK.

Please note that this is an outstanding R12 issue and a fix to resolve this issue is being investigated.

How do I post expenditure to a grant after the end date of the research grant?

You can match an invoice to an existing purchase order if the goods were received prior to the end date. You can pay an invoice or travel claim after the end date if the expenditure was incurred during the active period of the grant.

Refer to detailed guidance Posting Expenditure after the End Date.

When saving an invoice in AP I am getting the message "this item does not fall between active dates for the project"

The expenditure item date of a transaction being posted to a grant must be within the active dates of the project, i.e., after the start date and before the end date. This error message will appear if the transaction item date is outside of the project start and end date range.

After the end date and before the close date

  • New purchase orders cannot be raised or goods received.
  • Where the goods have already been received invoices can be matched to purchase orders and processed
  • Invoices and pre-approved batches (journals) can be posted if the expenditure item date is prior to the end date. [but watch using quick matching; expenditure item date may default to invoice date and get stuck in interface between AP and grants and not charged to grant]

After the close date

  • No further postings can be made, but you can discuss this with the Research Services Administrator/Advisor (RSA) if there is a valid reason to extend the close date.

The start, end and close dates for an award are on the status of award report.

I am unable to approve a grants-related invoice in Accounts Payable

Make a note of any error messages and the screen you were in. We suggest you take a screenshot if possible please. If you think the problem/message is related to the grant contact your Research Services Administrator/Advisor (RSA).

For other AP issues please contact the AP helpdesk at UFS_AP@admin.cam.ac.uk

When entering the grant distribution on my requisition/invoice/pre-approved batch I am getting the message "A task level expenditure transaction control has been violated"

Transaction controls can be set up to prevent spending on a particular Expenditure Category if this is required. This error message indicates that the expenditure category selected has not been set up to allow expenditure to be posted. The user should check the award budget screen to ensure that there is a budget for the expenditure category that they wish to charge the expenditure to. If there is a budget, contact your Research Services Administrator/Advisor (RSA).

I know that I have secondary approved a payment and I can't see the amount on the expenditure enquiry screen.

AP is interfaced with the Grants module overnight, therefore it would not appear on the expenditure enquiry screen until the day after it was secondary approved. If it still does not show on the enquiry screen, it may be that the incorrect grant code was entered. To check the code you would need to query back the invoice and check the distributions. If you are still unsure as to why the payment is not pulling through to the enquiry screen, then please contact your department Awards Administrator within the Research Operations office.

Not all lines are displaying for me to receipt.

This usually happens when a line has been added at the order stage and not the requisition stage e.g. delivery charge. To ensure all lines relevant to the purchase order are available for receipting, enter the Purchase Order number in the search value box and click Go. This will pull through all order lines. Refer to detailed document for further guidance.

I have numerous lines on All Distributions, can I export them so it is clear which tax line is associated to which item line?

Yes, refer to guidelines 'Viewing and exporting AP distribution lines'.

Accounts Receivable-related Questions
Can the WPM eSales system handle Euro payments?

All esales transactions are valued and charged out in sterling as they are connected to the University's sterling bank account. However, it is possible for an overseas customer to pay in Euros and for this then be converted into sterling automatically by the system. This occurs where WPM recognises that they are based in Europe and the customer is offered the choice either to pay in sterling or an equivalent rate in Euros. If they chose to pay in Euros the value is calculated either using WPM's own daily rate or the customer can select to ignore this and use their bank's own exchange rate instead.

A similar process works in some other countries and currencies. Contact Shirley Bidgood for more details

General Ledger-related Questions
Is the format of the Invoice on Hold Report – XML Publisher available in all other GL reports?

This report is an XML report, not all CUFS reports are formatted in this way. The only GL report formatted in this way currently is the Account Analysis report.

What can I use as an alternative to the Journals Line Report (UFS) whilst it is currently unavailable?

Run an on-line Journal Enquiry in GL instead. This can be run for either a specific journal batch, particular time period or journal types and combinations thereof. This will return the results in a summary screen – which is folder enabled and from which you could further customise, export or drill down to a specific journal or batch.

Online Journal Enquiry Detailed Document

Why shouldn't I post a GL journal to the M sources of funds?

Expenditure in M sources of funds reflect the spend on grants, plus any central adjustments (e.g. for transfers of overspends to departments and fx gains and losses). We use the M source of funds expenditure to calculate our research expenditure for statutory reporting, and this is also the basis for calculating our reported research income.

GL postings to M sources of funds should only come from one of two sources:

  • Transactions transferring across from the grants module
  • GL journals posted by the Research Accounting section of the Finance Division (e.g. overspend transfers, fx postings)

If other GL journal postings are made to M sources of funds this will be reported in our research figures, but will have bypassed the grants module and could lead to errors in claims submitted to sponsors.

Corrections to M source of funds should generally be made via the grants module. Research Accounting can help you if you have any problems which you think may need an M source of funds journal to correct.

I have entered a pre-approved batch (journal) in the Grants module and cannot find the amount posted on the G/L code.

Check that the journal has been submitted and released, and that the transactions have not failed funds checking , which will show on the daily exception report [do we need link to this report too?]Once funds checking has taken place (at midday or overnight) the grants side will post immediately . The G/L side is posted via overnight processing. Allow at least two days for the G/L side to post, then contact your Research Services Administrator/Advisor (RSA) for help.

There is an amount posted in the G/L with the description "Projects", how do I find out where this posting has originated from?

The entry will be the G/L side of a miscellaneous transaction (journal transfer) entered in the Grants Module. The Cost Audit report, which is available in the Grants Module (AUD: Cost Audit Report), will will give a listing of the project code, expenditure type and item date for each amount that makes up the GL posting.

Refer to the detailed document for instructions on how the use the report and look up the original journal.

iProcurement-related Questions (Requisitions)
Can I copy old Marketplace Orders?

No you should not copy Marketplace orders as it is quite possible that the price would have changed since the old order. This would result in the order being rejected by Science Warehouse who manage the Marketplace.

Can I raise a call-off order?

The only option is to raise a non-catalog request but change the type to 'Goods or Services billed by Amount' and enter the value up to which you wish to call-off. Checkout in the normal way. Ensure you receipt as and when a delivery call-off is made and pay the invoice for the amount received so far.

When entering the grant distribution on my requisition/invoice/pre-approved batch I am getting the message "A task level expenditure transaction control has been violated"

Transaction controls can be set up to prevent spending on a particular Expenditure Category if this is required. This error message indicates that the expenditure category selected has not been set up to allow expenditure to be posted. The user should check the award budget screen to ensure that there is a budget for the expenditure category that they wish to charge the expenditure to. If there is a budget, contact your Research Services Administrator/Advisor (RSA).

For more information about Grant funds checking in iProcurement, refer to the Funds Checking detailed document.

Can you split one item over different Deliver-To locations?

No, you would need to have two different lines in the requisition. As a buyer before you checkout your original cart simply return to the iProc home page. From 'My Requisitions' then copy the requisition just started and 'Add' it to your existing cart. This way you get an extra item line for the same item where you can now amend the Requestor as desired.

Can you split multiple items over more than one requester?

Not in the same way as splitting expense over more than once code. The best workaround is to add the first line to the cart for one of the requesters then repeat the process of adding another line for the other requester. Ensure that you 'Edit Line' to amend the requester field.

Approving a requisition once approval checkout has completed?

If a requisition has been sent to you for you to approve, and you chose to Edit the Requisition, it will bring the lines into your cart as an approval checkout. Once you have made the relevant changes and submitted, the screen will take you back to iProc with note asking you to complete the process by clicking on ‘Continue’. You then ‘Approve’ from that screen.

Has the approving of a requisition changed in R12?

No, the process is the same as it is now. You can either click on Edit Requisition which pulls the items into your cart for you to check out and approve, or you can View Requisition Details, which enables you to look at the item lines and then simply click Approve or Reject.

I have received an email saying my requisition has failed a correctness check. What do I do?

The failed correctness check indicates the Tax Classification Code was not correctly selected during checkout. Your requisition will now be listed as incomplete.

To rectify this problem you need to re-checkout the requisition and ensure the tax classification code is properly selected. Refer to the detailed document below for information on how to do this.

Detailed Document: Requisition Failed Correctness Check - How to Resolve this issue

Do all goods and services have to be receipted in CUFS?

Yes, otherwise the invoice will go on hold. Ensure you only receipt what you have received!

I have received an email notification ‘Requisition no longer exists’.

This is due to a timing difference between the system generated notification emails advising you that the requisition has approved and the subsequent purchase order/s have approved. The email can be ignored as it is has no impact on the requisition or order.

iProcurement-related Questions (Purchase Orders and the Buyers Work Centre)
When I log into the Buyers Work Centre, Orders, it takes a while for my screen to load. Is there any way I can reduce loading time?

Yes, you can personalise your screen so that it only shows orders after a certain date. Refer to the detailed document on how to set this up.

Can I make PDF a default output format for a PO?

No. If the order is to a marketplace supplier it still transmits electronically and non-catalog orders will print based on your personal profile automatically. Only if you go back and re-print the order will it go to PDF.

What changes can be made to a PO?

If the PO has not yet been receipted and no invoice has been matched then you can amend the tax code, cancel a line and cancel an order, you cannot amend an account code. Once receipting has taken place then amendments to codes, whether tax or account will need to be amended at the AP stage.

What changes can be made to a Marketplace Orders once submitted to the supplier?

If the PO has not yet been receipted and no invoice has been matched then you can amend the tax code, cancel a line and cancel an order, you cannot amend an account code. Once receipting has taken place then amendments to codes, whether tax or account will need to be amended at the AP stage.

Refer to detailed guidance Buyers Work Center: Amending Purchase Orders.

How do I add a new line to an approved purchase order?

You can only add a line to an approved Non-Catalog purchase order.  Do not add a line to an approved Marketplace Order as the revised version does not transmit to the supplier, and as a result it causes significant problems when the supplier electronically or manually submits the invoice.

Refer to the Buyers Work Centre: Adding a Line to a Purchase Order detailed document for instructions.

How can I change the tax code on an order?

You can only amend the tax code of an order if it has not been receipted and/or matched to an invoice. Once you have found the order, click ‘Update’ then select ‘Change Amount’ from the Actions drop down list and click ‘Go’. Then select ‘Manage Tax’ from the Actions drop down list and click ‘Go’. This will display the tax screen ,where you then click on ‘Additional Tax Information’rsquo;. Detailed guidance available Buyers Work Centre: Amending Purchase Orders.

If a tax code is incorrect on more than one line in a Purchase Order, do you have to amend each line in or is there an 'Apply to all lines' button?

You will need to amend each line if the tax code is incorrect.

Can I change the currency on an approved order?

No, not once an order has been approved. If it is incorrect, and the items have not yet been receipted or matched to an invoice, you could cancel the order and raise another one. Refer to detailed guidance Buyers Work Centre: Amending Purchase Orders.

Can the description field be updated for an approved order?

Yes, once you have found the order, drill down on the order number and click ‘Update’. This will enable you to update the description field, save and then submit again to ensure the status is approved, reserved.

I have amended a non-catalog order and it the status won't up date to 'Approved, Reserved'

This is mainly due to the order being re-approved in a financial month different to when it was originally raised. Refer to detailed guidance Amending the GL date for a previously approved order.

How do I add notes under instructions on the PO?

You need to query the order via the Buyers Work Centre. Once you have clicked on the order number, click ‘Update’ and this will enable you to enter information in the note to supplier fields under the Instruction Notes section. Save your work and submit to ensure the status of the PO is approved, reserved.

How do I cancel a purchase order/Line?

Refer to detailed guidance Buyers Work Centre: Amending Purchase Orders

How do you notify a supplier that a line has been cancelled?

When cancelling a line, once you have entered a reason and a note to supplier you can select the communication method as Print, as long as you have done personal profile set up, otherwise follow instructions on re-printing.

The supplier has contacted me to advise the item is no longer available so I need to order a replacement product.

If you are wanting to add a line to an order for a replacement product due to the original item no longer available, then please cancel the original line/order and raise a new requisition for the replacement item. Advise the supplier that you are cancelling the original line/order and that a replacement order will be sent.

Refer to detailed guidance Buyers Work Center: Amending Purchase Orders.

How do I forward a purchase order for approval after making changes in the Buyers Work Centre?

After making changes to a purchase order in the Buyers Work Centre, depending on your approval limit, you may need to get the purchase order re-approved.

Refer to the Buyers Work Centre: Forwarding a Purchase Order for Approval detailed document for instructions.

How do I close an order?

This can only be done through the Buyers Work Centre. Follow the guidance on Buyers Work Centre: Amending Purchase Orders and instead of selecting ‘cancel’ you would select ‘close’.

Do we still need to finally close a PO to remove a commitment?

Yes if the invoice was not matched to the order, but once it is finally closed then it cannot be opened again. If it is simply an order raised in error and not yet receipted you can cancel it.

Can you sort orders per account code string for all buyers in the dept. in the Buyers Work Centre?

No, as the only sorting on coding is on the Distributions tab and add in a project field and it will then display all orders coded to that project.

How do you search for all orders raised by another colleague in the Buyers Work Centre?

You can enter the colleagues name in the Buyer field and any other relevant search fields can also be used.

In Buyers Work Centre is the requests list your printed version?

The request list will store all the request that you have run on the system, as each request, whether it be a report, print of an order will have a unique request ID given to it by the system.

How do I re-print a purchase order?

Refer to detailed guidance Buyers Work Centre: Re-printing orders. When raising a non-catalogue requisition the purchase order will automatically approve as long as personal profile of the final approver has been completed. Refer to guidance on Buyers Essential Setup: Personal Profiles.

How can I find a requisition via the Buyers Work Centre?

If you navigate to Buyers Work Centre, click on the Requisitions Tab. This will display requisitions to autocreate however towards the top right of the screen there is a link called ‘Summary’. Click on the link and you can then search requisitions. Detailed guidance is available ‘Buyers Work Centre: Searching’ page 5.

Can I add personalise my screen with additional columns, and sort?

Yes you can, Detailed guidance is available ‘Buyers Work Centre: Personalization’.

When autocreating requisitions into orders there is an 'Actions' column, that has 3 icons which are either greyed out or are green as they are active. What are they for?

Please don't use these icons as it is for functionality we don't have within the University set up of iProcurement.

Can I update a purchase order to track an item as an asset as it was missed at the requisition stage?

Yes, follow the guidance document titled 'Buyers Work Centre: Amending Purchase Orders'

My Purchase order has a status of In-Process and I am unable to do anything with it.

This is usually due to the order being stuck in the system. Please contact the helpdesk hub on 65101 who will provide you with guidance.

Is it possible to withdraw a purchase order?

Yes but only if the status of the purchase order is In-Process or Pre-Approved. However, due to the way the University is configured for iProc it is not often you will have a purchase order with this status.

iProcurement-related Questions (Autocreating and the Requisition Workbench)
When adding an additional line for freight during autocreate how do I code it to a Grant?

You would need to navigate to the shipments tab, click on the details icon, input the grant code, apply and then save. It should then pull through to the Distribution tab. You can only amend a GL code on the Distribution tab.

Can a field be added to the autocreate view screen to display the Requesters name?

Yes it can, if you naviagte to Personalize and add in the field of Requester, then navigate to the bottom of the screen where you will need to add in an additional search field e.g Ship To and, apply and apply again. When you are back at the autocreate screen select your new view and it will display the requester field as well.

Can a note to buyer field be added in during autocreate?

No, if you want to see whether any notes have been added either at cart or line level then you will need to click on the requisition number. At the top of the screen there is 'Header Attachments' where you can click on and view any notes added at cart level. In addition, at the bottom of that screen there is an attachment section where you can view attachments entered at line level.

Can the tax field be added in on the autocreate view screen?

No, I have had a look at the personalize screen and there is nothing in there to suggest a tax field.

To view tax on a requisition line you would need to click on the requisitioner number and on the left side of the screen half way down there is a Tax Info field, which you can then click on to review the tax code for that line.

iProcurement-related Questions (Reporting)
Can we export the Open PO report into excel?

No as it misses out step 4 which is the output as the only option is print and to PDF.

In Buyers Work Centre is the requests list your printed version?

The request list will store all the request that you have run on the system, as each request, whether it be a report, print of an order will have a unique request ID given to it by the system.

How do I re-print a purchase order?

Refer to detailed guidance Buyers Work Centre: Re-printing orders. When raising a non-catalogue requisition the purchase order will automatically approve as long as personal profile of the final approver has been completed. Refer to guidance on Buyers Essential Setup: Personal Profiles.

When I view my requests once a report has run, I can see other colleagues requests as well, is this correct?

Yes it is. You can use the search facility if you are wanting to look for something specific.

iProcurement-related Questions (Error Messages)
My screen displayed the following error message when I was in the Marketplace ‘The Science Warehouse system has encountered an issue. Please make a note of the error ID or provide a screenshot and forward this information to you first line / IT support’. What should I do?

This indicates that Science Warehouse who maintain our Marketplace has encountered a problem, not your PC. Please contact the CUFS helpdesk on 65999 and advise them. There is no need to take a screenshot.

Reporting related Questions
How do I get a Cognos/UFS Login?

Access request forms to the follow systems: UFS Cognos

I had a Raven password but forgot it?

The Reporting team are not responsible for maintaining user passwords. If you need to have your password reset please read the instructions on the Computing Service website.

I can’t login, Cognos says I do not have the right credentials?

If you have had your Raven password for a while (before 1st Jan 2015) you may need to change it. You should only need to do this once.

My report isn’t returning any data?

Have you got access to the right data? It is possible in some cases to run a report that appears to run normally but your security prevents you from seeing any data. Please remember that Cognos refreshes overnight, so if the data was not in CUFS or other database yesterday it will not be visible in Cognos today.

How do I get access to the Cognos report building tools?

Most users can only view reports. If you believe your job role requires you to build reports in Cognos, you should in the first instance discuss this with your Admin Reporting Contact, (see below).

How do I request a change to an existing report?

If you want a change to be made to an existing report you should contact the FSG.System.Support@admin.cam.ac.uk with details of which report you would like changed and what changes you require. It may be that another report can provide the information you need, or some of this, if this is the case please also include details.

How do I get a new report built?

You should contact the FSG.System.Support@admin.cam.ac.uk with details of which report you would like, if you already have something in Excel or Word please include this as an example . It may be that another report can provide some of the data you require, if this is the case please also include details.

Why can some Cognos users view more reports and folders than others?

Some users can see more reports than others because they have a different user profile. The user profile is defined by the Admin Reporting Key Contact based on the job content and school/depatment of the access requester. If you feel you should have access to other reports, you should in the first instance speak to your Key Contact.

What reports are available?

An Excel list of reports is available from the reports page.

Why does the report sent to me not open correctly in Excel?

The Admin Reporting team may email you with reports attached in Microsoft Excel format. Most University users will find they encounter no problems when opening these reports, however if you find they open but have formatting errors and you're working on a Windows PC, the attached document might help. Fix: Opening .mht files in Excel

My report isn’t showing all the data?

Check that you have all rows selected or if there is a scroll down/next page button.

Why can I not print my report in PDF format?

Some older versions of Adobe Reader need to be set to print as image before Cognos reports print. If you find you cannot print your Cognos PDF report, try following the notes attached below.Fix: Printing reports in PDF format

What are the supported software environments of Cognos?

This link will take you to the latest available list of supported software. Software environments supported by Cognos

Cognos Query Studio: How do I add a chart to my query?

Adding charts to a query can make it easier for the reader to understand trends and differences in the information they are viewing. Adding charts to your query

Cognos Query Studio: How can I apply a conditional style to highlight exceptional data in my query?

To make it easier for the reader to spot exceptional results, conditional styles can be applied to data in your query, Applying conditional styles to highlight exceptional data

Cognos Query Studio: How do I amend the summaries in my query?

Query Studio automatically summarises the quantifiable data in your query. Use these notes to help you amend or remove these summaries. Working with summaries in Query Studio

When I run a Cognos report I get an error message (QE-DEF-0157) telling me "The model or package does not exist or you are not allowed to used it because of security settings." What does this mean?

The most common reason a user will see this message is because their security settings will not allow the report they are running to retrieve the data from the data source. If you get this message, in the first instance, contact the report "Owner" to find out if there is a reason you are not able to run the report. To find out who the "Owner" of the report is, go to the "Properties" of the report (icon under "Actions" in Cognos Connection).

I cannot open the report I get sent via an email link. When I click on the link and passed the Raven login screen, a message box is displayed telling me "This window is trying to close" with options of either yes or no. Whichever option I choose results in the window closing without seeing the report?

This is most probably due to setting in your browser. If using IE open your internet options and ensure http://www.internal.admin.cam.ac.uk/ is listed as a trusted site. Then check you have downloads set as enabled.

Research Grants-related Questions
How do I contact Research Operations Office?

The Research Operations Office web page has a search facility to find your department's Research Support Advisor/Administrator (RSA)

How is income allocated to a research grant?

The grants module is designed to only allow income from a sponsor to be credited directly to a grant via the AR Module. This process is managed by the Research Operations Office. As all income received must be processed through AR, it is not possible for departments to credit any other type of income directly to a grant.

Any grant related cheque received by the department should be sent to Research Accounting for banking.

Why shouldn't I raise a Grants journal to the M source of funds?

When entering a grants journal, against each transaction line the user must specify where the ‘other side’ of the journal should go in the GL by entering the distribution code into the descriptive flex field (‘DFF’).

On a grants journal which posts an additional cost to a grant, the DFF determines where the credit entry in the GL goes. The corresponding debit entry distribution in the GL is derived from the project, the sponsor type and the expenditure type (Detailed guide: How grants are reflected in the general ledger). It will always go to an M source of funds when the Grants module balances are transferred overnight into the GL. The effect of this is expenditure in M sources of funds reflects expenditure on the grants module (with a few known, expected reconciling items).

If an M source of funds is selected in the DFF of a grants journal both the debit and credit are posted to M source of funds. The posting to the grant will have no net effect on M source of funds. Spend in M source of funds will no longer tie to spend in the grants module. For this reason we have added the warning message telling users not to select an M source of funds in the DFF.

If you have any questions, or feel you need to use an M source of funds in the DFF of a journal, please speak to Research Accounting. ext: 64796, ufs_grants@admin.cam.ac.uk

Why shouldn't I post a GL journal to the M sources of funds?

Expenditure in M sources of funds reflect the spend on grants, plus any central adjustments (e.g. for transfers of overspends to departments and foreign exchange gains and losses). We use the M source of funds expenditure to calculate our research expenditure for statutory reporting, and this is also the basis for calculating our reported research income.

GL postings to M sources of funds should only come from one of two sources:

  • Transactions transferring across from the grants module
  • GL journals posted by the Research Accounting section of the Finance Division (e.g. overspend transfers, fx postings)

If other GL journal postings are made to M sources of funds this will be reported in our research figures, but will have bypassed the grants module and could lead to errors in claims submitted to sponsors.

Corrections to M source of funds should generally be made via the grants module. Research Accounting can help you if you have any problems which you think may need an M source of funds journal to correct.

How do I post expenditure to a grant after the end date of the research grant?

You can match an invoice to an existing purchase order if the goods were received prior to the end date. You can pay an invoice or travel claim after the end date if the expenditure was incurred during the active period of the grant.

Refer to detailed guidance Posting Expenditure after the End Date.

When saving a pre-approved batch (journal transfer) I am getting the message "this item does not fall between active dates for the project"

The expenditure item date of a transaction being posted to a grant must be within the active dates of the project, i.e., after the start date and before the end date. This error message will appear if the transaction item date is outside of the project start and end date range.

After the end date and before the close date

  • New purchase orders cannot be raised or goods received.
  • Where the goods have already been received invoices can be matched to purchase orders and processed
  • Invoices and pre-approved batches (journals) can be posted if the expenditure item date is prior to the end date.

After the close date

  • No further postings can be made, but you can discuss this with the Research Services Administrator/Advisor (RSA) if there is a valid reason to extend the close date.

The start, end and close dates for an award are on the award status report.

[but watch using quick matching; the expenditure item date may default to the invoice date and get stuck in the interface between AP and grants and not charged to grant]

I have the Grants Administrator responsibility for my department and I am unable to view the actual expenditure enquiry screen for a project, and when I run reports I get "no data found". I know expenditure has been posted to the grant.

Access to the data is controlled by adding user responsibilities to the award and project set up screens. Contact your Research Services Administrator/Advisor (RSA) for help.

I have entered a pre-approved batch (journal) in the Grants module and cannot find the amount posted on the G/L code.

Grants entries are transferred to the GL overnight, so a posting to a grant should hit the GL the following day. If one or more grants transactions is not transferring to the GL:

  • check the journal has been submitted and released; and
  • check that the transaction is not showing up as an exception on the daily exception report sent out to departments (it may be on here if, for example, the transaction failed funds checking).

If neither of these checks reveals the problem, allow an additional day to allow for transfer problems, and then contact your Research Services Administrator/Advisor (RSA) for help.

I have the Grants Investigator responsibility and I can't run reports.

Contact your Research Services Administrator/Advisor (RSA) who can check that you have been named correctly on each relevant grant.

My department has a project that is funded by an award in another department, how do we get access to the data?

You should already have access to the project screen views but will not be able to run the award status report. If the department that owns the award agrees that you should have access there are two ways of giving access to run the award status report:

  1. an individual can be named on the award and project and run the report using the Grants Investigator Responsibility; or
  2. the Grants Administrator responsibility of your department can be added to the award.

The award status report will show all projects funded by the award. Please discuss this with the award-owning department and then contact your Research Services Administrator/Advisor (RSA).

There is an amount posted in the G/L with the description "Projects", how do I find out where this posting has originated from?

The entry will be the G/L side of one or more transactions entered in the Grants Module. The Cost Audit Report, which is available in the Grants Module (AUD: Cost Audit Report), will give a listing of the project code, expenditure type and item date for each amount that makes up the GL posting.

Refer to the detailed document for instructions on how the use the report and look up the original journal.

I am unable to approve a grants-related invoice in Accounts Payable

Make a note of any error messages and the screen you were in. We suggest you take a screenshot if possible please. If you think the problem/message is related to the grant contact your Research Services Administrator/Advisor (RSA).

For other AP issues please contact the AP helpdesk at UFS_AP@admin.cam.ac.uk

I know that a Research member of staff has had their salary paid but I can't find the payment on their research grant

Look on the department Cognos report, Payroll Costs.

This report provides administrators with a summary of the charging of employees' salaries across all the awards in their department.

Alternatively, look for the expenditure on your departmental suspense grant as it may have failed the validation checks when the payroll was imported. If the payment is not on the suspense grant contact your Research Services Administrator/Advisor (RSA) or the Research Accounting team.

When entering the grant distribution on my requisition/invoice/pre-approved batch I am getting the message "A task level expenditure transaction control has been violated"

Transaction Controls can be set up to prevent spending on a particular Expenditure Category or Type as required. This functionality is used to ensure compliance with sponsors' terms and conditions.

The error message indicates that the task's Transaction Controls have not been set to allow the Expenditure Category or Type selected. The user should check the award budget screen to ensure that there is a budget for the Expenditure Category they wish to charge the expenditure to. If there is a budget, and charging to the Expenditure Type is allowed under the sponsor's terms and conditions, contact your Research Services Administrator/Advisor (RSA).

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