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The Inventory module interrelates closely with the Purchasing, Grants and General Ledger modules. It is essential that all receipting into stores and issues from stores are up to date at this point so an accurate stock take can be completed on the last day of the financial year.

Tasks required

Final date for completion

Physical stock take (all departments with stores)

Tue 31 Jul


Update Inventory module with results of stock take

Mon 5 Aug


Process all receipts and issues of stock up to 31 July

Tue 6 Aug


Module closes at 5pm

Tue 6 Aug


Central and Research Accounting provide departments with reconciliation

Fri 9 Aug


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In case of queries please contact the Inventory Helpdesk
Tel. 66780 or email

Physical stock takes

All departments with stores (regardless of whether they are using the Inventory modules in UFS) are required to complete a physical stock count as at 31 July.

Inventory module users only

  • Enter results of stock count on the Inventory module - reviewing any material variances.
  • Ensure all receipts and issues of stock up to 31 July are processed. This includes issues to or returns from research grants.
  • Review and resolve any pending transactions.
  • Inform the Inventory helpdesk of any miscellaneous processing that is required.

Central and Research Accounting

Central and Research Accounting will:

  • carry out GL transfers (Inventory to GL)
  • process miscellaneous transactions on request
  • reconcile the Inventory and General Ledger valuations and provide departments with the reconciliation documents.


Please see our CORONAVIRUS/COVID-19 Assistance pages for help with areas of Finance during the current situation.

UFS issued communications and the University website also contain information on this topic

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