UNIVERSITY OF EDINBURGH FINANCIAL YEAR END 2015-16 - CUT OFF DATES AND PROCESSING DEADLINES

Accounts Payable (AP) / AP Electronic / Transfers / Income Section / Others
Period / POPPECOS & SciQuest Purchase Orders (GRNd) / Manual Foreign payments plus exceptional* Invoices & CPVs / Invoices, CPVs & Manual expenses via FPM plus eExpenses / Foreign Payments Santander Online / eITs / Manual ‘H’ GL213s Invoices Credit Note Requisitions / Electronic sales invoice writer batches
Period 12 – see notes on page 2
Deadline for Inclusion in Period 12 reports / 29.07.16 / 28.07.16 by 17:00 , 25.07.16 for Manual Foreign / 03.08.15 or eExpenses approved by 16.00 / 28.07.16 / 03.08.16 / 22.07.16 by 16:00 / 29.07.16 by Close
Cash to be received by cashier (or bank) to be recorded in 2014-15 financial year / 25.07.16
Cashlists
Period 13 – see notes on page 2
Deadline for inclusion in Period 13 reports (i.e. included in Financial year 2014-15) / No Period 13 / No Period 13 / 11.08.16 / No Period 13 / No Period 13
Final date for goods receipting Purchase Orders for inclusion in Financial Year 2015-16 / 04.08.16 by 14:00
Final date for processing invoices matched to Purchase Orders for Financial Year 2015-16 / 04.08.16 by 14:00
Automatic accrual of goods and services received up to 31 July completed. / 04.08.16
eFinancials stock module complete stocktake input / 02.08.16 POP Stock
Accrual and prepayment vouchers to be submitted to College and Management Accts / 10.08.16
Noon
Last day for departmental submission of journalentries relating to2015-16 / 12.08.16
Journals
Stocktaking valuations and stock schedules to Shona Williamson, Management Accountant (separate arrangements for Accom. Services) / 09.08.15
Stocks
Period 1 – see notes on page 2
Deadline for inclusion in Period 1 (2016-17) reports / 29.08.16 / 29.08.16 / 02.09.16 / From 01.08.16 / 02.09.16 / 26.08.15 by 16:00 / 30.08.15 by 16:00 / 26.8.15
Cash lists

Allstaff expenses should be made via either eExpenses or FPM until eExpenses access is set up. You may continue to use FPM paying staff expenses to claimants out with your approval groups and may continue with paper forms for students and externals but these should be processed via FPM. All other manual payments for invoices etc. should be made via FPM. Please contact your eAuthorisations administrator if you are not yet set up on Finance Process Manager (FPM).

Period 12

Moving from Period 12 to Period 13 / The Period 12 position will be updated by the processing of all final “Period 13” accounting transactions (see below) required to disclose the final financial out-turn for the 2015-16 year.
Documents to Accounts Payable and Income section / All documents, must reach Accounts Payable and Income Section by the above dates. Batches must be completed and FPM transactions authorised.
Accounts Payable – Foreign Currency / Foreign currency transactions should keyed into Santander by the 28th July for inclusion in the Month 12 reports and manual pink form requests to make foreign currency transactions should be with Accounts Payable by 25th July.
Accounts Payable payment run date changes / Accounts Payable payment runs will take place on the usual twice weekly cycle but on Tuesday 2nd and Thursday 4thAugust.
Income Section – Manual Requisitions / Requisitions for Sales Invoice and Credit Notes should be with Income Section by 16:00 on 22nd July for inclusion in the period 12 reports.
Income Section - Electronic Sales Invoice Writer / Electronic Sales Invoice writer users should authorise invoices and set batches to postable by close on 29thJuly to ensure the invoices are processed.
eITs / Electronic Internal Transfers should be approved by 17.00 on the 3rd August for inclusion in the Month 12 reports.
Departmental cash receipts / All final departmental cash receipts for the year are posted in Period 12 as soon as the final bankings to 31stJuly are confirmed to the bank statement.
General ledger closes on 4 August 2016 / The Period 12 General Ledger will close from 4thAugust and reports will be available on 5thAugust. These will disclose commitments at 4thAugust.
Period 13
Clearly mark manual documents or batches ‘Period 13’ / There will no longer be any Account Payable Purchase invoice or Income Section Invoicing or Credit Note processing in Period 13
Payment runs and Purchase Order invoice processing for payment / Accounts Payable payment runs will take place according to the normal Tuesday and Thursday twice weekly cycle although there will be no delays to electronic Purchase Order (POP, SciQuest & PECOS) invoices processing this year.
Goods Receipt Notes / Departments must not enter goods receipt notes (GRNs) for goods and services received after 31stJuly during the period from 4thAugust to Noon on 5thAugust 2016. Departments will be alerted by email on 5 August when GRN receipting of POP & PECOS orders can re-commence.
Period 13 closure startson 15 August 2016 / The Period 13 General Ledger closure will commence at 08.00 am on15thAugust and final reports will be available from 16thAugust on completion. The reports will include manual accruals and automatic POP accruals for goods and services received to 31st July and GRN’d by 4thAugust. No other commitments will be include from 18th August.
Electronic Internal Transfers / Electronic Internal Transfers should be approved by 17.00 on the 11th August for inclusion in the Month 12 reports
Goods Receipts Notes after 4 August 2016 / Purchase order commitments which have not been GRN’d by 4thAugust will be rolled to the new financial year. They will be treated as 2016-17 expenditure. During the interim period from 7thto 17thAugust any commitments included in Period 13 eFinancials and Webfirst reports should be ignored.
Period 1
Commitments entered before 4 August 2016 / Commitments from the previous year entered by 4thAugust will be rolled to the new financial year. The automatic accrual of electronic Purchase Order commitments that have been GRN’d into 2015-16 expenditure will be immediately reversed in the 2016-17 Month 1.
Clearly mark manual documents or batches ‘Period 1’ / Manual documents or batches intended for inclusion in 2016-17 accounts should be clearly marked “PERIOD 1”. All documents must reach Finance by the above dates.
Period 1 reports available 6 September 2016 / Month 1 reports will be available from 6thSeptember and will include commitments to 31stAugust.