Finance Division

Hot topics and news

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

Hot topics

How do I... Top tip
How do I close a purchase order (PO)?

To close a purchase order, email the Finance Service Desk, giving the PO number, and request that it be cancelled.

If you have previously goods receipted the PO, but then require it to be cancelled you will need to do a 'Goods Return' on the Finance System. To do this, follow these steps in the Finance System:

  • Go to 'Purchasing', then 'Goods Return'.
  • In the 'Qty. returned' field, enter the amount you have previously received to cancel out the original Goods Receipt.
  • Click ‘Save’ at the bottom of the screen. 

For screenshots of this process, please see the Purchasing Goods and Services Guide [PDF 6.94MB]

How do I close a requisition?

Please note, only the original requisitioner can close a requisition.

  • Go to 'Purchasing', then 'Requisition input'.
  • Click on ‘Open’ at the bottom of the screen and close the pop up window which appears.
  • Your cursor should now be at the top of the screen. Enter the requisition number and tab out of the field. This will load your requisition.
  • Go to the ‘Requisition details’ tab.
  • Go to the line you wish to close (or follow these steps for all lines, if you wish to close the entire requisition).
  • Tick the small box on the left of the line and click on the ‘Close’ button below. The line status will then change from ‘Active’ to ‘Closed’.
  • Click on ‘Save’ at the bottom of the screen to save your changes. 

For screenshots of this process, please see the Purchasing Goods and Services Guide [PDF 6.94MB]

How do I find out if an invoice has been paid?

You can check on the status of an invoice in the Finance System by clicking on: Reports > Purchasing Reports > Invoice Enquiry. You can search by purchase order number or supplier.

This report will show you the status of any invoices raised against your purchase order, as follows:

  • A = Unapproved invoices
  • B = Approved invoices awaiting payment
  • C = Paid invoices (see ‘Paid’ date column)
How do I attach receipts, quotes and other documents in Finance System?
  1. Click on the paperclip icon in the top right hand corner of the screen. The documents pop up box will appear.
  2. Click on Add a Document.
  3. Upload your chosen document, complete the document title field and click Save.
  4. Add further documents by repeating this process. Close the window when finished

For screenshots of how to attach documents to requisitions, please see the Purchasing Goods and Services Guide [PDF 6.94MB]

For screenshots of how to attach receipts to expense claims, please the Travel and Working Away from Base, Hospitality and Out of Pocket Expenses Guide [PDF 3.82MB]

How do I check attached documents when authorising a transaction, and what should I do next?

When you open an authorisation task, the paperclip icon for the line will be highlighted if there is a receipt, document or anything attached.

  1. Click on the paperclip. A pop up window will appear called Documents. 
  2. Click on the document and it will open the image attached. To come out of the document just click on the 'X'.
  3. You then have an option to:
  • Approve – The task will be complete with authorisation
  • Reject – The task will go back to the requestor. You will be required to add a comment to explain why
  • Park – The task will be held in your task menu until you are happy to authorise or reject

For information on what you will need to consider when authorising transactions, please see the Authorising Expenditure Guide [PDF 4.88MB]

How do I set up a temporary substitute to cover my holidays or other absence?

To avoid delays when you are away from the University you should ensure that one or more substitutes are delegated to action your tasks during your absence. Please note you remain responsible for these actions.

Complete the Delegated Authority Set-Up [PDF 331.23KB] and email it to Finance Service Desk, who will arrange authorisation and setup on the system. The substitute will then be available to select from your drop down list.

If you would like further information to help you understand the University's finances, you can watch watch a webinar hosted by Allan Spencer, Director of Finance, here.