Financial Management

Service Description

The Finance system provides business processes across four functional areas of accounting;

  • Research accounting
  • Management accounting
  • Financial (statutory) accounting
  • Student accounting

All of the University’s financial data must be recorded in the Finance system to allow the periodic reporting of the University’s financial statements.

Features

Finance

  • Maintenance of a single University chart of accounts
  • Balance sheet reporting
  • Income and expenditure reporting
  • Journal posting to the General Ledger, including batch upload from external systems
  • Supplier payments via BACS
  • Student billing for tuition and accommodation
  • Student direct debit processing
  • Student bursaries, awards and emergency loans
  • Web payments for tuition and accommodation
  • Web payments interface from Web Page Marketing (WPM)
  • Student Loan Company (SLC) payments interface
  • Maintenance of all master data
  • Credit Management
  • Correspondence
  • Cash sales recording across University
  • Period and year-end processing and reporting
  • Foreign payments via Business Master
  • Foreign currency revaluation
  • Customer billing
  • EC Sales List reporting
  • INTRASTAT reporting
  • Customers debt collection
  • VAT reporting
  • Internal trade processing
  • HEFCE reporting
  • Cost Centre reporting
  • Project reporting
  • Bank statement Processing
  • Purchase card Processing
  • Supplier invoice collection
  • Invoice exception workflow
  • Cash desk processing
  • Cheque printing and register
  • Funds management
  • Accruals reporting
  • Commitment accounting
  • Payroll
  • Business Intelligence reporting
  • Business Intelligence integrated planning

Users

University staff with the appropriate role-based authorisations.

Core Finance – Finance staff

Management information – Schools/services managers and administration staff

Service Hours

Systems are normally available and supported during core business hours 8.30 – 17.00hr Monday to Friday, excluding University closure periods. Certain systems are available, outside of the above hours but not normally supported.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

All data is securely held and backed-up daily.

Support and Documentation

An introduction to the University’s business systems starts at http://www.ncl.ac.uk/itservice/adminsystems.

Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training.

Additional support is available via the IT Service Desk on 0191 208 5999 or https://nuservice.ncl.ac.uk 

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

Access to the core business systems:

  1. http://www.ncl.ac.uk/itservice/sap/accesstosap/
  2. Requests for any other aspect of the service should be made via IT Service website at https://nuservice.ncl.ac.uk/, or contact the IT Service Desk on extension 5999
  3. All requests relating to this service will be handled according to the IT Service Request Fulfilment process.

User Responsibility

Users are expected to make use of the documentation before contacting the IT Service Desk for help.

Costs

N/A