Accounts Payable (AP)

Accounts Payable Module closes Tuesday 18 August

Contents

1. Summary of tasks
2. Finance Division actions - for information
3. Accounting for AP invoices
4. Invoices processed by SoftCo
5. Review of outstanding invoices in CUFS
6. Review internal invoices for 2025/26
7. Internal invoices in dispute
8. Concur: Barlcaycard and out of pocket expenses
9. Visitors and student expense claims
10. Confirmation of petty cash, till floats and advance balances

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Accounting for AP invoices

Ensure that all supplier invoices received after 31 July are accounted for in the correct period.

Cut off example:

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Invoices processed via SoftCo

For the 2025/26-year end, the invoice automation software, SoftCo, cannot be used to control the GL date in which an invoice will be posted once that invoice has interfaced into CUFS.

All supplier invoices should be submitted directly from the supplier to the SoftCo mailbox. Where an invoice is submitted directly to the institution, it should be forwarded to the SoftCo mailbox as soon as possible. Institutions and SSF must ensure that invoices are processed through SoftCo and are ready to move into CUFS as soon as possible.

Prioritise 2025/26 invoices in SoftCo prior to the closure of the AP module for the year on 18 August at 4pm.

In exceptional circumstances, where it is not possible for an invoice to be processed via SoftCo, SSF should be contacted. 

If SSF advise that the invoice can be processed directly into CUFS then: 

• July 2026 or earlier purchases  - ONLY goods or services received on or before 31 July should be recorded in the July accounts. The purchase order date is irrelevant
• August 2026 purchases (for the new accounting year) - invoices dated July that relate to August purchases (for example equipment rental payable in advance), the GL date should be changed from July to August

NB: Goods or services ordered in July or earlier but delivered or received in August are August purchases and must be recorded in August.

For invoices dated August that relate to July purchases (where the goods or services were delivered or received prior to the end of July):

• in CUFS, ensure that the GL date on the invoice header screen and the invoice line screen is amended to 31 July 2026 prior to approval of the invoice
• if the invoice has already been validated and posted to the incorrect period, the item lines need to be removed by entering a negative line with the same GL date as the original lines. Then new item lines need to be re-entered with the correct GL date. The whole invoice needs to be revalidated and secondary invoice approved (SIA)
• do NOT change the GL date shown against the VAT line as this will automatically update when the invoice is validated

For invoices dated August that relate to August purchases, the August GL default date must be retained.

NB: The AP module will continue to accept July and prior purchase invoices until 17 August. Thereafter, all invoices will have to be processed in the new accounting year 2026/27. 

Invoices relating to the 2025/26 year received after 17 August should be accrued as creditors. Refer to Appendix A for General Ledger Accruals guidance.

Review of outstanding invoices in CUFS

All outstanding invoices must be reviewed, and all holds or queries dealt with appropriately.

a.  Check the volumes of invoices in various states using the Finance Dashboard under AP. For guidance refer to the AP training webpage which includes a video and additional documentation. The dashboard numbers include:

• invoices with an Incomplete status are invoices that have never been validated, or need revalidation
• unprocessed Internal Invoices are those Internal Invoices with remaining balances on the AZZY Source of Funds that need to be recoded.  There is also a separate report with balances netted off where applicable.
• invoices Due for Payment which are approved invoices with payment due dates within the next 7 days
• invoices Paid Last Week might be useful to see if a particular invoice has been paid recently
• invoices on SIA Hold
• invoices on Payment Hold
• invoices on all other types of Hold (including e-invoices but excluding SIA and Payment holds)

NB: The AP Dashboard numbers are only updated overnight, therefore if an immediate view is required, then the Invoice Register (CUFS) and Invoices on Hold Report (CUFS) can be viewed.

b.    In CUFS Remove the holds or receipt any delivered goods or services as appropriate. Invoices on hold (other than those only awaiting SIA) at period end will NOT be accrued or charged in GL.
c.    Validate and SIA OR cancel as appropriate.

Review Internal AP invoices for 2025/26

To be processed by 18 August with a GL date of July 2026 or before.

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Internal invoices in dispute

• as all outstanding internal invoices will be automatically validated, institutions must place an internal dispute hold on relevant invoices
• all invoices in dispute which cannot be resolved should be referred to the AP helpdesk as soon as possible for advice
• disputes resolved by the Finance Division will be notified to institutions by 18 August. Any necessary accounting entries for disputed invoices will be agreed with both institutions and posted by the Finance Division

Internal order disputes can still be resolved and corrections posted by Central Finance up until 1 September when the General Ledger closes.

Concur: Barclaycard and out of pocket expense claims

These reports must be run on Concur before the year end, with the relevant information available on the Finance Dashboard under Concur.

Details of how to run these reports can be found on the Finance Learning Hub Accessing Reports and Guides for running specific reports:

• ensure all Concur claims (Barclaycard and out of pocket expenses) relating to 2025/26 have a Claim Date of 31 July 2026 or earlier 
• from 1 August, any claims going into CUFS with a claim date later than 31 July 2026 will go into the August GL period. Finance approvers can check and change the claim date by going to Details and Claim Header when reviewing a claim. This will be important for any claims submitted in the first two weeks of August with 2025/26 spend on
• all claims relating to 2025/26 must be fully authorised at least two days before the AP closure date (preferably sooner) and ensure that any advances are fully recovered. If possible do not mix 2025/26 out-of-pocket expenses with items relating to 2026/27 (August) on the same claim
• expense claims that are dated before the 31 July 2026 that have not been transferred to CUFS will be accrued by the Finance Division on the Institution’s Cost Centre, the Source of Funds AZZY and transaction code FJAQ. The Finance Division will do this by 28 August 2026

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Visitors and students expense claims

Expenses need to be processed in the appropriate financial year. As expenses are paid in arrears, ensure July (or earlier) expenses have a July 2026 GL date and an appropriate Expenditure Item Date if charged against a grant.

For visitor claims in Concur, ensure the claim date for 2025/26 spend is July 2026 or earlier.

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Confirmation of petty cash, till floats and advance balances

All institutions need to confirm their petty cash, float balances and any advance balances as at 30 June 2026 by completing the Cash holding confirmation form. Completed forms (including NIL returns) should be emailed to the Cashiers by 20 July.

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