ACCOUNTS PAYABLE

YEAR END PROCEDURES

(Migrated Departments)

Version 6
July 2009
Accounts Payable Year End
Deadlines & Processes

The following timetable outlines when the Accounts Payable system will be open and
what activities need to be completed during the 0809 Year End.

Date Activity
URGENT
immediate action Run Invoices on Hold Report, see next page
required prior to
Year End
FIS SYSTEM CLOSED
rd
Mon 3 August The FIS system will be unavailable for all input and enquiries
throughout the day.
The AP invoice date setting has been changed so that the
Invoice Date will be used to determine the correct GL period for
accounting. Thus any invoices input during this period will
automatically be posted to the correct financial year.
Tues 4th August e.g. Invoice date = 30-MAR-2009, GL period = JUL0809
to Invoice date = 05-AUG-2009, GL period = AUG0910
Thurs 6th August
at 5pm Users can continue to input data onto the FIS system up to
5pm on Thursday 6th August.
NB: All invoices MUST be secondary approved by this
date.

All hard copy batches must be delivered to the Accounts

Friday 7th August
Payable section by 12 noon at the latest.
FIS SYSTEM CLOSED
The FIS system will be unavailable for all input and enquiries.
The AP ledgers for 2008-09 will be closed and the AP Invoice
Tues 11th August Date settings will be changed back from ‘invoice date’ to
‘system date’.

From this point forward, any invoices input will be posted in the
new financial year 2009-10.
Wed 12th August FIS system available for all input and enquiries.

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Accounts Payable - Year End Process

Please ensure all Accounts Payable transactions relating to the 0809 financial year
are processed, completed and approved by year end where possible.

The Invoices on Hold report will help identify transactions that have not been fully
completed and are outstanding.

The procedure for running the Invoices on Hold report is outlined from page 87 in the
Accounts Payable User manual.

Information on invoice holds and how to release them is given on page 61 of the
manual.

Invoice on Hold - Report

This report should show all invoices held by the system, due to irregularities. The
held invoices will be listed in Hold name order. Please find below the action to be
taken for each type of hold.

Main Hold Names and Required Action

1) Dist Variance (Distribution Variance) i.e. the invoice line distributions and
associated tax does not equal to invoice total.

 Check invoice amount on the Invoices window and adjust if incorrect.

 Check invoice distributions in the Distributions window and amend if

necessary.

 Calculate Tax if no Tax lines appear.

 Validate invoice again.

2) Qty Rec (Quantity Not Receipted) i.e. an invoice has been matched to a
purchase order and the item matched has not been received.

 If the item has been received please create a receipt in iProcurement /

Purchasing

3) Payment Approval i.e. invoices that are waiting to be approved in the Accounts
Payable section.

 Confirm that the supporting documents have been sent to the Accounts
Payable section.

 Contact Accounts Payable section if :

- Supplier invoices and Expense claims were sent more than 10 days
before the date of report.

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 - Manual Interdepartmental Transfer (IDT) forms were sent more than 2
weeks before the date of the report.

4) Secondary Approval i.e. invoices awaiting secondary approval by an authorised

signatory.

 Please forward appropriate batch documents to an authorised signatory for

approval if the invoices are ready to be paid.

5) Other Holds

 Can’t Try PO Close – Please ignore this hold type if it relates to old invoices
which have otherwise processed.
 Final Matching – Please ignore this hold type if it relates to old invoices which
have been otherwise processed.

 For other invoice holds, email the FIS Help Desk (newfis@ucl.ac.uk) for
guidance, quoting the Hold Name, Batch Number, Invoice Number and
Supplier.

Other Relevant Information

The following details can be found in the Closure of Year End Accounts 2008-09
letter sent out to all Heads of Department and Departmental Administrators by Karen
Bowtell.

“Appendix A

Supplementary Guidance Regarding the Year End

For Migrated Departments and Devolved Input Offices

Migrated departments should note that no AP or AR input should be entered

between 7 and 10 August inclusive unless specific arrangements have been
agreed in writing with Richard Tittle, Director of Financial Systems.

Accounts Payable

Accounts Payable July period will be kept open until Thursday 6 August for
migrated departments and until Monday 10 August for central Finance
Division use only.

Within Finance Division, all 2009-10 batches will be held back until Tuesday
11 August onwards ie. they will be held in Accounts Payable and not passed
for input.

All users must ensure that invoices included in 2008-09 batches are dated 31
July or earlier.

Migrated departments and devolved input offices may continue to input up

until 5.00pm on Thursday 6 August, but hard copies of batches must be

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received in Accounts Payable by 12.00 midday on Friday 7 August at the
latest. Accounts Payable section will then give tertiary approval in the normal
way.

Migrated FIS AP users must ensure that no invoices are left unapproved at
year end. A detailed document telling you how to do this will be notified to all
AP users separately as in previous years.

Migrated departments and devolved input offices must not enter ANY data
from 7 to 10 August inclusive. From Tuesday 11 August, all data input by
these departments/offices must be into the 2009-10 year. The August period
will be opened following the year end system close on Tuesday 11 August.
Note that the FIS system will not be available for at least half a day on 11
August.

From Tuesday 11 August onwards, any batches relating to 2008-09 will only
be entered under controlled circumstances by central Finance staff, and only
if exceptional circumstances apply. The July period may be re-opened if
necessary for this purpose.”