Finance Division

Hot topics and news

This page contains top tips and advice, based on enquiries received by the Finance Service Desk.

Hot Topics

Top tip Why is this useful? Where to find out more

Travel, working away from base, hospitality and out of pocket expenses

How to delete either an expense line from a claim or delete the whole claim

Deleting a line of a claim, which is no longer needed, rather than the whole claim can save you time as you won't have to enter the whole claim again.

You can use the Delete button at the bottom of the page to delete an entire claim. To open the claim please go to Home > Expenses > Workflow in progress > choose the claim and click ‘Delete’. The claim can be in draft, rejected or waiting for approval

However, if you wish to delete one line of the claim, select the check box of an expense type then click the delete expense button underneath. This will delete the details of the selected line but not the whole claim.

For further guidance, please see the Travel and Working Away from Base, Hospitality and Out of Pocket Expenses Guide.
How to track the progress of your expense claim in the Finance System

You can use the ‘Enquire on my expenses claim progress’ report to check what is happening to your claim.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Expenses in progress – Enquire on my expenses claim progress
How to see a record of all previous expenses processed through the Finance System

The 'My Expenses' report will give you a list of all expenses you have input into the Finance System.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Reports – Expenses Reports – My expenses

Purchasing goods and services

How to track the progress of your requisition in the Finance System

You can use the ‘Workflow Enquiry – Requisitions’ report to track the progress of your requisition.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Purchasing – Enquiries - Workflow Enquiry-Requisitions
How to see a record of all previous purchases in the Finance System

The ‘My Purchases’ report will show you what you have ordered, receipted and what has been invoiced by the supplier over your selected date range.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Reports – Purchasing Reports – My purchases
How to see a record of all goods receipted against a purchase order in the Finance System

The ‘Goods Receipting History’ report will show you a history of all receipting entered against a purchase order number. Simply enter your order number and search. You will need to amend the Delivery date field if you need to search prior to the previous 90 days.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Reports – Purchasing Reports – Goods Receipting History
How to check if an invoice has been paid.

The ‘Invoice Enquiry' report will show you the status of any invoices matched against your purchase orders.

Remember, you can use the heart icon on the top right of your screen to add this report to your favourites.

You can access this report via Home – Reports – Purchasing Reports – Invoice Enquiry

You can check the status of a ‘New Supplier Proposal’ submitted via the Supplier Portal by logging in at any time and viewing your proposal (which will update in real time).

This allows you to view the progress of the proposal at any time without having to contact Finance.

The supplier is responsible for completing their essential information once a proposal has been approved. By enabling the supplier to control the information they supply, it reduces the time taken to add data manually onto the Finance System and ensures that we only hold current, relevant and correct supplier data (in line with GDPR).

This also enables you to control the relationship with the supplier, without being reliant on internal administration processes.

The New Supplier Guidance page contains further information.

For additional support please contact the Finance Service Desk.

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