Accounts Payable

Training Resources

AP Part 1 - Getting Started (online) (book onto AP1 | AP1 course manual)
AP e-Invoicing (online) (book onto AP eInvoicing)
AP Part 2 - Matching, Amending and Foreign Invoices (classroom) (book onto AP2 | AP2 course manual)
AP Part 3 - Secondary Invoice Approval (online) (book onto AP SIA | SIA User Guide)
AP Shared Services (book onto AP Shared Services) For more, please see the Shared Services pages

Instruction video for Cognos AP: Dashboard, Invoice Enquiry and Supplier Enquiry (14 mins)

Reference Material

In addition to the documentation below, there is a selection of AP-related FAQs you can review.

Documentation	Supporting materials
Introduction
Purchase to Pay Process: An Overview University Account Codes VAT Guidance Payment Runs Cognos AP - Guidance	Videos Introducing the Cognos AP: Dashboard, Invoice Enquiry, and Supplier Enquiry Cognos AP - Instruction video
Entering Invoices
Processing an external supplier's invoice (No Purchase Order) Overview of Matching an External Invoice Matching an Invoice to a Purchase Order Quick Match an Invoice to a Purchase Order Paying a Fixed Asset Invoice Paying an Invoice from Another Department Processing Invoices that Contain Other Taxes as well as VAT Prompt Payment Discount Invoices VAT Only Invoices Additional Charges Creating Distribution Sets Using Distribution Sets Scheduling Payments Posting Expenditure after the End Date	Videos: Video: Entering a Non-matched Supplier Invoice Video: Entering Charge Account Information for a Non-matched Invoice Entering Project Information for a Non-matched Invoice
Expenses
Entering Staff Expenses Processing a Sterling Advance Processing a Sterling Expense Claim against a Sterling Advance Foreign Expenses and Advances	Videos Video: Entering a Staff Expense Claim
eInvoicing
eInvoice information sheet Printing an eInvoice EInvoice issues with finally closed orders EInvoice Tax variance hold EInvoice Hold Quantity billed exceeds quantity ordered
Foreign Transactions
Overview of EC Invoice Relating to Goods Processing an EC Goods Invoice Overview of EC Service Invoice Processing an Invoice from an Import Agent The Purchase of Services from Overseas Foreign Expenses and Advances Overview of International Payment Orders International Payment Orders
Credit Notes
Credit Notes Standalone Credit Notes VAT only Credit Notes
Correcting Errors
Amending Non-matched Invoices Amending Matched Invoices Releasing Holds on Invoices Grant Amendments in AP Cancelling Invoices Corrections: Partially matching a credit note to an invoice (no purchase order) EInvoice Tax variance hold Insufficient Funds hold Invoice Holds Definition	Course handout: How to correct mistakes
Miscellaneous
Checking iProcurement orders via the Accounts Payable module Finding Invoices, Invoice Overview and Balance Owed AP SIA User Guide Viewing and exporting AP distribution lines	The Reporting Catalogue
Month End
Invoice Register Invoice on Hold Report (UFS) XML Publisher Month End: Department Credit Card Month End: Supplier Statements	Quick Reference Guides (QRGs) : Invoice on Hold Report Invoice Register (UFS) Videos Introducing the Cognos AP: Dashboard, Invoice Enquiry, and Supplier Enquiry Cognos AP - Instruction video
Suppliers
Searching the Supplier Database Key Contacts Guide to the Supplier Database Supplier Refunds	Quick Reference Guides (QRGs) : Adding a new supplier Adding a supplier that is providing services Supplier naming convention Reactivating a supplier Reactivation with amendment Modern slavery compliance statement Viewing statuses of supplier requests

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CORONAVIRUS/COVID-19 FOR STAFF
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

CORONAVIRUS/COVID-19
FOR STAFF

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

Training Resources

Reference Material

CORONAVIRUS/COVID-19
FOR STAFF

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