Getting Started in

Accounts Payable
 Getting Started in Accounts Payable

Table of Contents

1. Purchase to pay process: an overview ......................................................................... 4

1.1 Overview ..................................................................................................................... 4
1.2 Suppliers ..................................................................................................................... 4
1.3 Invoice entry ................................................................................................................ 5
1.4 Matching purchase invoices to purchase orders .......................................................... 5
1.5 Approving purchase invoices ....................................................................................... 5
1.6 Entering and approving expenses ............................................................................... 5
2. Payment runs .................................................................................................................. 6
2.1 Payment run days........................................................................................................ 6
2.2 Pay groups .................................................................................................................. 6
3. Searching the supplier database ................................................................................... 8
3.1 Search only ................................................................................................................. 8
3.2 Search, amend, reactivate, request new ...................................................................... 8
3.3 Accessing the supplier database ................................................................................. 8
4. University account codes ............................................................................................. 11
4.1 General Ledger account structure overview............................................................... 11
4.2 Research grants and projects structure overview ...................................................... 12
5. VAT guidance ................................................................................................................ 13
Reclaims of VAT by the University................................................................................... 15
Zero tax lines ................................................................................................................... 15
6. Processing an external supplier’s invoice (no purchase order) ................................ 16
Step 1: Create a batch..................................................................................................... 16
Step 2: Enter the invoice header...................................................................................... 17
Step 3 Input the account information ............................................................................... 19
To code an item to a GL charge account .............................................................. 22
To code an item to a research grant/project .......................................................... 23
Step 4: Primary validate the invoice................................................................................. 23
Splitting cost over more than once code .......................................................................... 24
7. Amending non-matched invoices ................................................................................ 25
What about using Discard Line? ...................................................................................... 25
8. Other invoice scenarios................................................................................................ 26
8.1 Processing invoices that contain other taxes as well as VAT ..................................... 26
8.2 High value sterling, Euro and Dollar invoices ............................................................. 26

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9. Entering staff expenses ................................................................................................ 28

9.1 Checking the employee address prior to entering the expense form .......................... 28
9.2 What if the employee address details are incorrect? .................................................. 29
9.3 Processing the expense claim ................................................................................... 30
9.4 Bank account numbers not matching ......................................................................... 33
9.5 Claims including invoices ........................................................................................... 33
9.6 Mileage claims for staff with CAMbens cars ............................................................... 34
10. Finding invoices and balance owed .......................................................................... 35
10.1 Finding Invoices....................................................................................................... 35
10.2 Invoice overview ...................................................................................................... 36
10.3 How to calculate the amount that your department currently owes to a supplier ...... 37
11. Cancelling invoices..................................................................................................... 38
12. Standalone credit notes.............................................................................................. 39

Appendix A: Viewing and exporting AP distribution lines ............................................. 41

Viewing the distribution lines ........................................................................................... 41
Exporting all the distribution lines .................................................................................... 41

Manual Icons

More information

Look at in more detail

Be aware of

Refer to a colleague or helpdesk.

Accounts Payable helpdesk:

Telephone: 66888
Email: UFS_AP@[Link]

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1. Purchase to pay process: an overview

Receiving a supplier invoice is the last stage in the purchase to pay process, and in
order for this to be completed smoothly the previous processes need to be completed
correctly.

The diagram below shows the previous stages of the purchase to pay process.

1.1 Overview

The Accounts Payable module of UFS deals with the payment of all suppliers, both
internally and externally, as well as payments to staff for expenses.
Departments are responsible for recording details of invoices received from suppliers
onto the system and matching them to purchase orders when appropriate. The
Accounts Payable Team based in the Finance Division at Greenwich House will
process the payment runs.
Invoices and credit notes entered onto the system can be matched where appropriate
to purchase orders, approved on line and will automatically reverse out the
commitment originally generated by the purchase order. The main processes involved
in Accounts Payable are discussed below.

1.2 Suppliers

Invoices can only be processed if they relate to a supplier already set up on CUFS.
Supplier set up is undertaken centrally.

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1.3 Invoice entry

All invoices are entered onto CUFS using a batching system, with different batches for
different invoice types, e.g. external and internal suppliers. The header allows you to
set control totals and if these control figures do not correspond with the actual
amounts inputted the system will highlight this.

1.4 Matching purchase invoices to purchase orders

All invoices relating to approved purchase orders must be matched successfully

before invoice approval and payment is possible. CUFS is set to 3-way match i.e. the
invoice is matched with a system receipt and the purchase order. The system will
place a hold on invoices that fail the invoice matching tolerances and this will require
action by accounts and/or buying staff before the invoice can be approved for
payment.

1.5 Approving purchase invoices

All invoices must go through two levels of approval before payment is possible. This
involves on screen checking by an individual who is set up with approval
responsibilities. To approve invoices you must have AP Invoice Manager responsibility
and in order to have this responsibility on LIVE you must have completed the on-line
Secondary Invoice Approval training.

1.6 Entering and approving expenses

Staff expense claims will require a manually completed form. The details from this
form will then be entered on to the system and approved through the standard invoice
entry route.

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2. Payment runs
The Central Accounts Payable Team consolidates where possible amounts for
individual invoices into a single payment to a supplier, which is then processed on set
dates each week: the ‘payment runs’. When paying an invoice/expense claim the
invoice payment run applied is determined by the pay group and also the payment
method selected.

2.1 Payment run days

Day Start Pay group Payment Distribution eethod Currency

time method
Monday
None
Tuesday GBP
9am Supplier Electronic Build Supplier BACS
Selects invoices with due
date up to Wednesday
following the Monday
payment date
Payment date -the
following Monday

Wednesday
Confirm Supplier BACs
Build Priority BACS GBP
2pm Supplier Electronic Selects only priority
suppliers’ invoices with
due date up to next
Monday.
Payment date -the
following Monday

Thursday
Confirm Priority BACs

Friday None

The cut of time for all invoices to be loaded and secondary approved for the BAC’s
supplier run is 9am on the Tuesday. The central process doesn’t complete until the
Wednesday. The same applies to the build of priority BAC’s on the Wednesday: cut
off time is 2pm and the process completes on the Thursday.

2.2 Pay groups

Supplier This is the main pay group for the standard weekly supplier
payment run. It is paid by BACS (Electronic).

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BACS payments are sent directly to the supplier’s bank

account. A remittance advice will be sent via e-mail to the
supplier listing all the invoices the payment relates to. Payment
Terms “30 Days (see our terms).” and Payment Method of
“Electronic” cannot be changed.

Supplier invoices will be paid within 30 days from the date of the
supplier invoice, without the need to change the payment terms
if the invoice is processed in CUFS within 20 calendar days of
the invoice date.

Internal This is for internal trading purposes and should only appear on
screen when dealing with an invoice from another University
department, e.g. Department of Plant Sciences.

If you wish to pay a supplier/expense in a currency other than sterling then this is
processed via an Internal Payment Order – details of this procedure are covered in
the AP3-F course.

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3. Searching the supplier database

In order for a purchase order to be raised and for a supplier to be paid, the supplier
must be loaded on the University Supplier Database.

There are two levels of access, of which a couple of staff members will have full
access and the remaining staff will only be able to search:

3.1 Search only

• You will need to be a CUFS user

• You will need a raven ID and password
• Enables you to find current University suppliers
• You can search in a number of different ways
• The system will prompt you with preferred supplier details. Preferred suppliers
have been approved by Procurement Services and agreed to the University terms
and conditions.

3.2 Search, amend, reactivate, request new

• You will need a raven ID and password

• You will need additional authorisation and set up from Accounts Payable (email
UFS_Suppliers@[Link])

3.3 Accessing the supplier database

a) A link to the supplier database can be found on the CUFS home page, Suppliers.
b) Click on the relevant link as to what access you have.
c) Raven screen will display for you to enter your Raven ID and password.
d) A screen will display welcoming you, which you can click Continue.

e) If you have search access only (if you don’t proceed to step f).

The following screen will

display if you have
Search facility only.

i. From here click on

Search and enter
a search criteria e.g.
Supplier name is
the easiest search
criteria.

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ii. Once you have

entered the search
criteria, click Go and
a list matching
your search criteria
will display.

iii. From this screen

you can easily see
which suppliers are
inactive.

iv. To view detailed

information on a
supplier click on the
Supplier name.

v. Supplier details will

display with
information on site
addresses, key
words, payment
terms, pay groups.

f) If you have full access

The following screen will display, where you can then search in a number of ways.
i. From here click on
Search and enter in
a search criteria e.g.
Supplier name is the
easiest search
criteria. You also
have the option of
searching a type of
supplier.

ii. Once you have

entered the search
criteria, click Go and
a list matching your
search criteria will
display.

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From this screen you can easily see which suppliers are inactive.

i. Click on Details for

the relevant
Supplier name.

ii. Supplier details will

display with
information on site
addresses, key
words, payment
terms and pay
groups.

iii. If your supplier is

not listed then you
will need to click on
Add new supplier
and complete
the relevant fields.

iv. For more information on setting supplier up see the Key Contacts Guide to the
University Supplier Database ([Link]

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4. University account codes

It is important that you have an understanding as to how the account codes work within the
University to ensure that you use the correct code when coding supplier invoices.

When you pay an invoice the expenditure is allocated to your department’s Chart of
Accounts. Many departments have two options: it can either be coded to the department’s
budget/funds or to a Research Grant/Project.

4.1 General Ledger account structure overview

General Ledger account codes are made up of six segments and are written in a string
format e.g. [Link].E???.0000 (XX being your dept code).

• Organisation field
U •Will always be U for the Univeristy of Cambridge

• Department Code
PD •Represented by two letters e.g PD is plant sciences

• Dept. cost centre, therefore starts with dept code

PD?? •Reflects depts. income and expenditure activities

• Source of funds code is univeristy wide

???? • Reflects where the money is coming from

•Transaction code
E??? •Details an item in more detail

•Spare field
0000 •Will always be 4 zero's

For detailed information on the individual segments, refer to the Financial Procedures
Manual, Chapter 3.

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4.2 Research grants and projects structure overview

A grant consists of two main parts:

The award - represents the sponsor who is providing the funding

The project - describes the way in which the funds are to be spent.

In the main, a grant will have a single award and project. However it is worth being aware
that one award may fund several projects and in turn one project may be funded by several
different awards. The coding structure for Grants and Projects is set out differently to that of
General Ledger codes. The Grants/Projects coding consists of 5 segments.

Project code Task Award Expenditure Organisation

•Starts with • Projects are •This code •This is the •This is the
the dept broken down links the category dept. code or
code e.g. into tasks project to heading that sub
PDAG/T99 •Aid in the general the item falls [Link]
•Linked to the managing ledger under, e.g.
award the project •issued by travel
•Every project Research equipment,
will have at Services and other costs,
least 2 tasks will start staff
for direct with RG
and indirect e.e.RG12345
costs

A general ledger account will automatically be generated from the above information and
formatted into the six segments as mentioned in the GL structure overview.

For detailed information on grant coding, refer to the Financial Procedures Manual, Chapter
19, section 3.

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5. VAT guidance
You don’t have to be an expert in VAT to use the CUFS modules however, it is important
that you have an understanding as to the various tax codes and the scenarios in which they
would be used.

Tax name Example of when to use

SR20% Standard Rate for most everyday items e.g.

• Computer equipment
• Stationery supplies
• Clothes
• Some foods/drinks

Import20%/ Import5%/ These tax codes are used for goods imported from other
Import0% countries. You will need to select the rate which matches the
tax treatment for goods in the UK (e.g. if the goods would
incur SR20% if bought in the UK, use the IMPORT20% rate).

You will also need to use these codes for any Customs Duty
or Excise Duty using the same rate as the item you are
importing.

NO-UK VAT This is a 0% VAT name e.g.

• Hire of rooms
• Travel tickets
• Books
• Invoices from small suppliers not registered for VAT

ME0% Medical exempt for equipment used in medical or veterinary

research, diagnostics and teaching e.g.
• Bandages
• Scalpels
• Test tubes

INTERNAL This 0% code is used when paying internal invoices as no

VAT is charged between departments.
RR12.5% A temporary reduced rate for hospitalities will apply between 1
October 2021 and 31 March 2022 (when the rate will revert to
SR20%)
RR5.0% Reduced rate mainly used by Estate Management for fuel and
power.
SERVICES TAX Used when buying services from overseas suppliers.

EC20% Tax code for use on invoices from other countries in the EC
for supplies prior to 1 January 2020

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Reclaims of VAT by the University

Normally a business that is VAT registered can:

the purchases it is making relate to
Reclaim from HM the VATable supplies (or sales) that
Revenue and Customs the business provides to its
the VAT that it has been as long as customers.
charged by its suppliers

Many of the services that the University supplies to its various customers are not VATable
supplies (e.g. we make exempt supplies of education or provide research which is outside
the scope of VAT) and therefore we are not able to reclaim much of the VAT that we have
been charged by our suppliers.

In order to maximise the VAT we can reclaim, the Tax Team within the Finance Division
have set up, on CUFS, various VAT tables and VAT recovery rules that are linked behind the
scenes to every account code and research grant. Each of these rules specifies whether the
University can reclaim from HM Revenue & Customs none, all, or a percentage of the VAT
they have been charged.

Any VAT that cannot be reclaimed is absorbed by the department as an additional cost of
purchasing the item and therefore the system automatically codes it to the same account as
the item itself.

Therefore when looking at your distributions you will see one of three possibilities:

• If the university cannot reclaim the VAT it will be coded back to the department,
against the same code as the item line.

• If the university can reclaim the VAT it will be coded to the VAT reclaim account
[Link].0000.

• If the University can reclaim only part of the VAT it will be coded in part to the VAT
reclaim account and in part to the same code as the item line.

NEVER TOUCH THE VAT RECLAIM ACCOUNT

Zero tax lines

Sometimes the percentage of VAT that can be reclaimed is so small that although the
recoverable VAT line is displayed the amount to be recovered is less than 1p and hence not
displayed on the screen. In this instance you will still get a second Tax line (the recoverable
VAT line) but the monetary value will be zero. Do not delete this line as behind the scenes
these tiny amounts are being collated.

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6. Processing an external supplier’s invoice

(no purchase order)
An over view of the invoice process is below.

Calculate Tax and

Enter supplier Secondary Invoice
Create a batch tracking fixed Primary validation
invoice Approval
assets

Step 1: Create a batch

Responsibility: AP Invoice Entry/ Manager

Navigate: Entry ➔ Invoice Batches

All invoices are entered onto the system in batches, even if it is only a batch of one invoice.
Different batches should be used for different types of invoices, e.g. sterling, foreign invoices
and credit notes.

a) Complete unique Batch Name

~ in upper case
~ in following format:
DEPARTMENT CODE/YOUR INITIALS/
DD/MM/YY/UNIQUE NUMBER

This will appear on your reports

and will help you and others
locate batches.

b) Complete the Control Count

- the physical number of
invoices that you are going to Control values are manually calculated before you
enter in batch. start entering invoices into CUFS. As invoices are entered,
the system will compare the running totals with what has
c) Complete the Control Amount been entered initially as a control. If there is a discrepancy,
- the total value inclusive of the system warns you when you exit a batch but it does not
VAT of all the invoices you are prevent Approval and payment of the individual invoices
going to enter in batch within the batch.

Investigate and either make a correction immediately, or

d) Save and click on Invoices.
return to adjust the invoice batch later.

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Step 2: Enter the invoice header

Each line in the Invoices window represents a separate invoice within the batch.
There are four stages involved in entering an invoice for which the system does not
have a purchase order.

Transfer details Review how Specify the charge

from the the invoice is to account/project Validate
invoice to the be paid that it is to be
system allocated to

Transferring details from the invoice to the system

a) Accept ‘Standard’ as the
Type

Enter either the Supplier

Name or number.

If you enter one of these

identifiers the system should
default in the other field for
you.

b) Check the Site.

If the site does not default in,

you must select the relevant
site from the list of options.

You may receive a

message informing you
that the supplier is an
Off-Payroll Worker. If
this is the case then you
will have to find the
UPS4 form which has
been completed and the
invoice will have to be
sent to Shared Services
for processing onto UPS.

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c) Enter the Invoice Date as

per the invoice.

d) Enter the Invoice number as

per the supplier’s invoice.

e) Enter the Invoice Amount -

the gross amount
of the invoice i.e. the item
amount plus VAT.

f) In the VAT
Control Amount
field enter the total
VAT amount as
shown on the
invoice.

If no VAT has been

charged on the
invoice you must
enter zero in this
box.

Do not include any amounts that are not UK VAT.

The system will warn you and will not accept duplicate invoice numbers for the same
supplier.

Review how the invoice is to be paid

Continue on the same line but scroll along to the right.

a) Review the GL Date.

You may need to change this after month

end if you need to post the expenditure
back into the previous accounting period.
You have three working days at the
beginning of every month to do this. The
date can be changed at the invoice header
and lines tab but it does not pull through to
the Distributions screen. Therefore you
may need to reverse out the line and re-
enter it with the correct GL date.

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b) Review the Terms.

This defaults in from the supplier set up

and is normally 30 Days (see our
terms).

c) Review the Payment Method.

Payment method cannot be updated by departmental users from the default.

d) Review the Pay Group.

This field tells the system which payment run to include the invoice on. There are
several types: for sterling supplier invoices the system default of ‘Supplier’ will
normally default in.

e) Click on Lines tab

Step 3 Input the account information

a) After clicking on the Lines tab the following window will display.

b) Complete the Net Amount Enter the amount before tax of each item
that you want to charge to a particular
account or project.
c) Complete the Tax Name field
From the List of Values select the code
relevant for the item e.g. SR20%, EC20%,
ME0%, NO-UK VAT, Services Tax.

d) Enter the correct accounting See the next pages for detailed steps on
how to code for these items in your
department
Code to a GL account, Page 19
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Code to a Project account, Page 20

Split expense over codes, Page 22

e) Amend the Description for each item line (this can be done before or after tax is
calculated).

f) Tick the Track as Asset box if you are paying for an asset costing over £5000.
Assets are items such as equipment, machinery, furniture, vehicles that the
University is likely to keep for more than a year.

If you have ticked the Track As Asset box, ensure you scroll along and complete
the mandatory CUFS Tag Number field with the number from the tag sticker that
can be found in your dept.

Where can I find these stickers? Based upon departments fixed asset tracking
history, stickers have been distributed to the majority of department accounts offices. If
you are unable to locate them then please contact the Fixed Asset help desk.

g) Click Calculate Tax and the relevant tax lines will be created. The system will not
enter the charge account for the Tax line.

Please note! If you ticked the Track As Asset box but have not completed the
CUFS Tag Number field, three prompt messages will display advising to complete
the mandatory field.

h) If you would like to see all item and tax lines coding information click on All
Distributions.

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Within AP on a multi line transaction, looking at ‘All Distributions’ it can be difficult to

establish which tax line/s belongs to which item line. To assist with the identification
of the associated lines, it is possible to display a new view of the distribution lines and
then export the results.

Viewing and exporting these lines can be carried out from the invoice workbench
screen within any AP responsibility as well as the Secondary Invoice Approval screen.

Refer to Appendix A on viewing and exporting distribution lines.

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To code an item to a GL charge account

a. In the Charge Account field type

U and then press the tab key.

b. This will take you straight to the

Accounting Flex field box.

If you are unsure of any of the

codes then click on the list of
values for the relevant field and
search for appropriate options

• department code Your two digit CUFS department code

• the cost centre Often these will have been hand written on
• the source of funds the invoice by whoever has manually
authorized the invoice to say that the goods
or services have been received.

If you still have doubts as to which cost centre or

source of funds code to use please speak to
either your head of accounts or the person who
ordered the items.

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To code an item to a research grant/project

a) Ensure that the Charge Account field is blank.

b) Scroll along to the right hand side of the line until

you reach the Project field.

c) Enter the project number that you wish to allocate

the cost to.

This starts with your 2 letter dept code. Either type it straight into the field or select it from the
list of values.

If you have doubts as to which project to use please speak to either your head of accounts or the
person who ordered the items.

d) Select the Task from the list of values. This is linked to the Project you have selected -select
the appropriate one.

e) Click on the list of values in the Award field. If there is only one award linked to that project it
will default in, otherwise search the List of Values.

f) Complete the Expenditure Type. Select an appropriate category from the list of values.

g) Complete Expenditure Organization. Enter your 2-letter dept. code and press tab on the
keyboard.

A copy of this invoice maybe required as some sponsors request evidence of expenditure. If relevant,
a pop up message will display advising that a copy of the invoice is required. Collate the invoices and
send them weekly to your contact within the Research Operations Office. The RG number must be
clearly highlighted on the invoice.

h) Enter Expenditure item date. This is the date of expenditure. If nearing the end of the
project ensure that you enter the date that the goods were delivered or services performed. In
other cases the invoice date or today’s date will suffice.

i) Click on Save. The GL mapping code will now populate into the Charge Account field.

Step 4: Primary validate the invoice

a) Click on Actions… 1. button The Invoice actions screen display

b) Click in the box for Validate.

c) Click OK

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d) Invoice Status should be Needs

Revalidation.

e) Click Holds tab It should state Awaiting Secondary

Approval.

Holds will be covered in AP2 course or refer to

the CUFS home page:
> Documentation and FAQs >Accounts Payable
>Correcting Errors

If there is more than one rate of VAT e.g. one item is SR20% and another is NO-UK
VAT?
Process the invoice and enter the total amount of VAT in the VAT Control Amount field. On
the Lines tab, enter a line for the VATable item with the relevant tax code, and a line for the
non-VATable item with the relevant tax code.

Splitting cost over more than once code

a) Once on the Lines tab, you enter the net amount in the normal way, but instead of entering
the GL code or project code information on the Lines tab, click on Distributions. The
system may prompt you to save.

b) Once on the Distributions screen, enter the net amount that is being allocated to the first
code.

I. If coding to a GL complete the Account field.

II. If coding to a project complete the Project fields.

c) Once the first line is completed, click in the next line down and repeat the process till all lines
equal the total net amount.

d) Save your work and then close out of the Distributions screen.

e) Calculate Tax and Validate in the usual way.

Delivery Charges

Add an additional line on the Lines tab by clicking on the List of Values
and selecting Freight and code it accordingly.

You can Allocate the delivery charge against more than one line then,
this will be covered in AP Part 2.
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7. Amending non-matched invoices

The following are the most common amendments made to invoices:
• Account code
• Tax code
• Entering the gross amount on item lines and calculating tax
• Forgetting to track an asset

If tax has not yet been calculated:

1. Simply overtype what is incorrect, enter any remaining lines with the correct information.

Please note: When re-coding to a different grant it is possible for the transaction to fail funds
checking. A pop up message will display advising of this. If it is a multi-line transaction with
various grant codes it may be difficult to ascertain which code has failed. If a message
displays advising of insufficient funds, please refer to Accounts Payable guidance ‘Insufficient
Funds Hold’.

2. Once all item lines entered, Calculate Tax.

It is important to ensure that all lines are entered before you calculate tax. The more times you
click on calculate tax the greater the chance of tax being incorrectly calculated and allocated.

What if I have already calculated tax?

Once an invoice has had tax calculated or been primary validated you will not be able to amend
the lines just by overtyping them. If you wish to make an amendment you will have to:

1. Enter a second line with the net amount in negatives using the same coding information and
tax rate.

2. Re-enter the item line with the correct information and Calculate Tax.

The system will then amend the tax amount if required.

Remember to Actions …1 and check the Holds tab.

What if I didn’t track a line as an asset?

If you forget to tick the Track As Asset and the invoice has already gone through primary
validated, then re-ticking the box will not transfer the information through to the fixed asset
module. Therefore, the item can only be entered into the Fixed Asset module by the Central
Accounting Team so please contact the Fixed Asset Helpdesk on 66780.

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8. Other invoice scenarios

8.1 Processing invoices that contain other taxes as well as VAT

Occasionally, an invoice may show another form of tax other than VAT such as Insurance
Premium Tax (IPT), import duty, foreign taxes or Airport Tax. These taxes should not be included
in the VAT Control Amount box and that should be entered as 0.00.

You will however, need to charge the correct IMPORT tax rate against any import duties. The
rate you choose will be the same as the item being imported.

Other invoices will be looked at in more detail on the AP2 course.

For example, if an invoice is received for insurance for £300 plus IPT of £15, in the
'Invoice Line' screen, the value of the invoice should be shown as £315, with 0.00 in the
VAT Control Amount. On the Lines tab the Tax name should be shown as NO UK VAT
and the VAT amount of zero entered into the VAT Control Amount box.

8.2 High value sterling, Euro and Dollar invoices

Invoices of certain values must be sent on to either Accounts Payable or the Tax team or both
dependant on currency type and value. The table below highlights the criteria of which invoices
need to go where. Please remember that if the procedures are not followed it will result in a delay
in payment to the supplier.

Invoice type Additional requirements

A copy of the invoice must be sent to the

Sterling Invoice over £10,000
Accounts Payable team

All EC invoices regardless of value must be

scanned and emailed on receipt (do not wait
EC Goods invoices
for payment) to:
EC_Goods_Invoices@[Link]

A copy of the invoice must be sent to the

Euro invoice of €5,000 or above
Accounts Payable team and the Tax Team

A copy of the invoice must be sent to the

Dollar invoice of $5,000 or above
Accounts Payable team and the Tax Team

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Should you have any queries contact the Accounts Payable helpdesk on (7)66888.

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9. Entering staff expenses

Expenses claims are to be entered onto the system in the same way as external supplier
invoices, as all members of staff should be set up in the supplier database.

The rates of travel and subsistence allowances are available on the Finance Division’s
website and are sent out to all Departments on an annual basis.

All claims for reimbursement of personal expenses must be supported as appropriate by

receipts or other evidence and calculated in accordance with the University travel and
subsistence rates approved by the Finance Committee. The Head of Department is
responsible for ensuring the accuracy of claims and for complying with the University travel
regulations.

Claims for reimbursement must be made on the official University claim form (FD1C-01),
available from the Finance Division web site (Raven log in will be required).

[Link]
claims/expense-forms

Full details on staff expenses can be found in the Financial Procedures Manual, Chapter 5

9.1 Checking the employee address prior to entering the expense form

When entering an employee expense the site address for the individual will display as HOME.
However, this is not necessarily the individuals ‘home’ address; it is more likely to be the address
of the department that is on the employee’s HR record.

You can check an address before entering the expense claim.

Responsibility AP Invoice Manager / Entry

Navigate Employee Address

1. Once you have navigated via the above path, the Find Person screen displays. Enter either
the surname or the employee number and TAB.

2. A screen listing all employees with that surname will display.

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3. Highlight and click OK for the correct line and the name. Full name, NI Number and
Employee Number fields will populate with the most up to date information on that employee.
(Ensure Active Vendor shows ‘yes’. If it doesn’t show as yes, you will need to reactivate/setup
the supplier via the web form).

4. Click on Find and the address details for the employee will display. If you wish to look at the
address in full then you can click into the address field.

5. Close out of the screen.

Staff with a Raven ID and password can also check addresses via the search facility on the
Supplier Database which is available from the UFS home page:

[Link]

9.2 What if the employee address details are incorrect?

An Amending Supplier Details form will need to be completed and submitted, which can be found
via the UFS Home Page, under Suppliers, New Supplier, Reactivations and Supplier
Amendments.

[Link]

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9.3 Processing the expense claim

Responsibility AP Invoice Manager / Entry

Navigate Entry > Invoice Batches

a. Start to enter the expense form Accept Standard as the Type.

as per a non-matched invoice.

b. Supplier Enter the employee’s surname and

Tab.

To assist in the selection of the correct

employee, especially when entering
expenses claims, additional fields are
now visible:
• Supplier type;
• Employee number;
• Active employee.

Double click on the correct line. Information will populate into the
relevant fields of the invoice header.

c. Click or tab into the Site field. Double click the site for the address
that you wish to use.

Please be aware! Home does not necessarily mean the

employees home address; it could well
be the department address that is on
their HR record. Follow the steps below
to check which address the payment is
going to be sent to.

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Click OK. Home will have defaulted into the Site

field.
Navigate to Reports >View
Employee Address.

Complete the relevant fields for

the employee you are entering the
expenses for.

Click Find. A screen will display with the address,

if the details are incorrect see below
.

If the dept. address is incorrect. An Amending Supplier Details form will need to
be completed and submitted, which can be found
via the UFS Home Page, under Suppliers, New
Supplier, Reactivations and Supplier
Amendments.

[Link]

If the address is correct. Close out of the screen and the invoice
workbench will display.

d) Complete the following fields.

Invoice Date Enter the expenses claim date. Tab into the next
field.
Invoice number Accept the default (invoice date) by clicking on
OK.
NB. The system will not accept duplicate invoice
numbers for the same supplier.

Invoice Currency

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Invoice Amount Enter the gross amount of the expense

claim.

VAT Control Amount Enter amount of VAT.

See below if the claim includes a VAT
invoice made out to the University

Description Complete appropriately.

e) Pay Group Ensure Pay Group is set as SUPPLIER

f) Upon completing the Invoice line.

Navigate to the Scheduled
Payments tab and ensure Remit
to Bank Number matches the
expense form (last four digits).

If the last four digits do not

match, please see notes at the
end of this document.

g) Click on the Lines tab and

complete the following fields

Net Amount The amount before tax.

Tax Name This will default in with NO UK VAT.

If the expense claim includes an invoice made
payable to the University then you will need to
enter each individual expense line and the
relevant tax name (refer to the section on claims
including invoices).

Description Enter a relevant description for that item line.

Important! Coding the expense to a Grant?

It is vital that for each line of the expense a
detailed description is entered
e.g. name of the individual,
what the expense relates to and
why the expense was incurred.
This detailed information has been requested
by our external sponsors to whom we have a duty
to ensure that funds are spent in accordance
with the terms and conditions of the award.
What if I have calculated tax but forgot to
enter a detailed description?
Whilst you can still amend the description field on
the Lines tab, it won’t pull the updated information
through to the Distribution screen and therefore it
will not display on the sponsors billing report.

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If this happens then the description will need to

be added via the Grants module, Expenditure
Enquiry, and the Comment field for the relevant
line. Please refer to separate Grant guidance
notes titled ‘Expenditure Enquiry’.

Code the expense Enter either department code or scroll to the right
to enter the grant code information.

h) Calculate Tax

i) If values agree click on This will validate the invoice.

Actions… 1

j) Click on the Holds tab It should be Awaiting Secondary

Approval.

9.4 Bank account numbers not matching

If the last four digits of the bank account number on the FD1C (expense) form do not match the
details in the scheduled payments tab, you should not proceed with making the payment for the
expense. You will need to contact the Accounts Payable team advising of the following details:

• Supplier Name
• Employee Number
• Employees full university’s email address

The Accounts Payable team will then verify the details with the Payroll section. The details held
by the Payroll section will be used to update CUFS. Should there be any other queries refer them
to the AP team and these will be dealt with accordingly.

Email: UFS_BACS@[Link]

9.5 Claims including invoices

You have an expense claim of £145.00 made up of mileage at £25 and a hotel bill of £100 plus
£20 VAT that the employee has already paid (the hotel bill is a valid VAT invoice made out to
University of Cambridge).

• On the Invoice Header

o enter £145.00 as the invoice amount
o £20 in the VAT Control Amount
• On the Lines Tab
o Enter the line for the £25 mileage with a tax name of NO UK VAT, the relevant
code and a detailed description
o Enter the next line for the hotel bill as an item line for £100.00, with the Tax Name
of SR20%, the relevant code and a detailed description.
• Click on Calculate Tax.

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9.6 Visiting lecturers/researchers

There are particular rules and potential tax implications that need to be considered when
reimbursing the travel expenses of visitors if they can be regarded as being employed by the
University by HMRC.

If you have any queries regarding this contact the Tax Team within the Finance Division or refer
to Financial Procedures Manual (chapter 5b).

9.7 Mileage claims for staff with CAMbens cars

Standard mileage rate of 45p/mile does not apply. Please refer to the HMRC link for the correct
rate to use. Rates are subject to change and the link should be used for each new claim.

[Link]

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10. Finding invoices and balance owed

10.1 Finding Invoices

a. You can enter

multiple search
criteria by entering
information in one or
more fields

b. Click on the Find The Invoice Workbench screen displays, where invoices
button that match your criteria are listed.

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10.2 Invoice overview

Once you have navigated and found an invoice, an overview is available.

From the Invoice Workbench screen, ensure you are in the relevant invoice line and navigate to
Tools, View Invoice Overview. An overview of the transaction displays. It will detail information
such as Batch Number, whether there are any Holds, PO Number (if it was matched), Due Date
of payment and when the Actual Payment has been made.

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10.3 How to calculate the amount that your department currently owes to a
supplier

a. Enquiry>Invoices Complete the Name field for the relevant supplier.

b. Click on Calculate Balance Owed.

c. Click on Calculate

The system will

calculate the amount
owing to the supplier
and provide you with
the number of
invoices that make
up this amount.

d. To view the unpaid invoices click on the Invoices button.

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11. Cancelling invoices

In some scenario’s it will be best to cancel an invoice; this could be due to a processing error,
whereby the easiest option is to cancel the invoice.

You can only cancel an invoice following these steps if the invoice is not yet accounted and has
not yet been paid. If you are unable to cancel an invoice please contact the AP help desk.

a) Click in the Invoice number field.

b) Enter a Full Stop at the end of the invoice

number.

This is to make the invoice number unique as

CUFS will not allow an invoice to be processed
to the same supplier with the same invoice number.

c) Click on Actions … 1 to complete the

cancellation process

d) Click in the Cancel Invoices box

e) Click OK. A caution message will display

confirming cancellation.

f) Click OK. Invoice status should be showing

as cancelled.

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12. Standalone credit notes

What it enables you to do … To be aware of …

This is when you do not want to link the credit note to the • It does not link to the order and
invoice but simply make reference to the original invoice in therefore will not re-open it
the description field. • You must make note of the
Mainly used if the invoice was matched to the Purchase Order account codes from the original
and you do not wish for the PO to re-open. invoice

Pre-Requisite: ✓ Invoice Batch completed

✓ Query the invoice the credit note relates to and make note of the
relevant account codes for the item/service

1. Amend the Type to Credit Memo. A pop up note will display once you leave that field, click OK.

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2. Complete the following fields:

a. Supplier (this will default in supplier Number)

b. Select the site from the List of Values, unless it defaults
c. Invoice Date
d. Invoice number
e. Gross invoice amount in negatives
f. VAT Control amount in negatives
g. Description: Ensure you input the original invoice number the credit note relates to
for audit purposes.

3. Check the terms are Immediate.

4. Click Lines and complete the following fields:

a. Net amount, ensuring it’s in negatives
b. Tax Name
c. Charge Account, if the invoice was originally coded to a GL code, enter the same
code as per original invoice for the item/service
d. Project fields, if the invoice was originally coded to a project, use the same code
as the original invoice of the item/service

1. 5. Click Calculate Tax.

2. 6. Click Actions 1 …. To
3. validate the credit note.

4. 7. Click on Holds tab and

5. check that it is awaiting
6. secondary invoice approval.

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Appendix A: Viewing and exporting AP

distribution lines
Within AP on a multi line transaction, looking at ‘All Distributions’ it can be difficult to establish
which tax line/s belongs to which item line. To assist with the identification of the associated
lines, it is possible to display a new view of the distribution lines and then export the results.

Viewing and exporting these lines can be carried out from the invoice workbench screen within
any AP responsibility as well as the Secondary Invoice Approval screen.

Viewing the distribution lines

1. Once the transaction has been processed in AP, ensure your cursor is in the header of the transaction and
navigate to Reports.
2. Click on View All Distributions.
3. A summary will display of all the distribution lines relating to the transaction. Please note in the example
below that the screen shot doesn’t show all the columns that will be displayed when viewing this screen.

4. All related lines will have the same associated item line number. The line number column relates to the
numbering back within the AP lines screen.

Exporting all the distribution lines

If it is a multi line transaction, and to see all the information easily on one screen, you can export
the results into excel once you have followed the steps above.

1. Click on Export, and a pop up will display to which you click on Open.

2. The results will now be displayed in an excel document.

3. An excel document will open with all the relevant information.

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