ufs introduction

Download Ufs Introduction

Post on 11-Sep-2014

13 views

Category:

Documents

4 download

Embed Size (px)

TRANSCRIPT

Introduction to CUFSNew User ManualFinance Training

CONTENTSBackground to the University Finance System...........................................1 The CUFS Modules ........................................................................................2 The CUFS Homepage ....................................................................................3 The Play System ............................................................................................4 Logging on to CUFS ......................................................................................5 E-Business Suite Homepage ........................................................................6 Setting up Favorites .....................................................................................7 The Navigator .................................................................................................9 Setting up a Top Ten List ...........................................................................10 Personal Profiles..........................................................................................11 The University Chart of Accounts ..............................................................14 Organisation Segment................................................................................14 Department Segment .................................................................................14 Cost Centre Codes.....................................................................................15 Source of Funds Codes..............................................................................16 Transaction Codes .....................................................................................16 Spare Code ................................................................................................18 Research Grants / Projects .........................................................................19 Project Code...............................................................................................19 Task ...........................................................................................................19 Award .........................................................................................................19 Expenditure Type .......................................................................................19 Organisation ...............................................................................................19 The Oracle Toolbar ......................................................................................21 Completing a CUFS form ............................................................................22 Keyboard Shortcuts.....................................................................................23 Folder Tools .................................................................................................24 CUFS Jargon Buster....................................................................................26 CUFS Helpdesk Information........................................................................28 Other Finance Training Courses ................................................................29

Introduction to CUFS v6.1 Finance Training

18/08/2010

Background to the University Finance SystemThe University uses a software package called Oracle Financials to maintain its accounts. It has been in use since August 2000. The system is widely referred to as CUFS (Cambridge University Finance System) or UFS (University Finance System). Throughout this course it will be referred to as CUFS. CUFS offers real time processing, meaning that you are able to obtain a true picture of a Departments financial position at any given time. The system records Departmental budgets, money coming in, going out and any commitments to spend. Different tasks can be performed in different areas of the system and each area is known as a module. The University has the Live system of CUFS and also a Play version. Play is a copy of the Live system used for training purposes, where delegates can log on for practice without the fear of inputting and amending data on the Live system. Within each Department there will be a CUFS Key Contact. The Head of Department will nominate the key contact. Key contacts are responsible for all aspects of CUFS user accounts in the Live system.

Module

Budgets

Live

Play Income

CUFSExpenditure Key Contacts

Introduction to CUFS v6.1 Finance Training

18/08/2010

1

The CUFS ModulesThere are different types of tasks that can be carried out in CUFS. These tasks are categorised into various modules. Each module gives you the ability to perform a specific set of tasks:

iProcurement Raising Requisitions, Purchase Orders and receiving items. Inventory Stock Items and count. Fixed Assets Recording and tracking Fixed Assets.

Accounts Receivable Raising sales invoices. banking money and debt management. Cash Management Reconciliation of University Bank Accounts. Research Grants Maintains detailed information about grants.

General Ledger Collates information from all the modules. Transfers, Journals, Petty Cash

Accounts Payable Processing supplier invoices ready for payment.

Introduction to CUFS v6.1 Finance Training

18/08/2010

2

The CUFS Homepage

After navigating to http://ufs.admin.cam.ac.uk, the page above will display. Box 1 contains links through to the both the Live and Play systems. You can also access information on the following: The Supplier Search and Request system Reference and training material Helpdesk contacts Key contacts Research Grants How to contact the CUFS team.

Box 2 contains the CUFS notice board. The notice board will communicate important information regarding the system, such as any planned down time or any current technical problems. Box 3 contains links through to: CUFS bulletin archive Financial Procedures Finance Staff Bureau Month-end timetable Technical installation Finance Training homepage Password problem18/08/2010 3

Introduction to CUFS v6.1 Finance Training

The Play SystemThe Play system provides a safe environment for learning the various aspects of CUFS. It allows you to get a feel of how the system works and lets you to practice your skills to improve confidence prior to using the Live system.

Link to Play login screen.

Box 1 provides links to information on logging in, responsibilities in the finance system, printing from Play, reasons why you may not be able to log in and some exercises that you can print and complete for practice.

Box 2 provides further information on the Play system and details who to contact if access is required. Play users will only have access for one month at a time, as the system is refreshed every month to provide more up to date information from the Live system. Box 2 also contains the link that you will need to click on to access the Play log in screen.

Introduction to CUFS v6.1 Finance Training

18/08/2010

4

Logging on to CUFSAfter selecting either the UFS Live or UFS Play link from the CUFS homepage, the following screen will display:

To login to CUFS you will need to enter your user name and password, which will have been provided by the UFS Operations team via your departmental key contact. If you do not yet have a password for the Live system, speak with your key contact to arrange access. Please note that Finance Training can only provide you with a password for the Play system. After logging in for the first time, the system will prompt you to change your password for security reasons. Your password must contain at least six characters and we suggest that you use both letters and numbers for maximum security.

After changing your password you will be directed to the E-Business Suite Homepage.

Introduction to CUFS v6.1 Finance Training

18/08/2010

5

E-Business Suite HomepageWhen you have entered your user id and password, the E-Business Suite Homepage will appear.

The homepage is split into three main sections: Responsibilities Tasks Favorites (note American spelling).

A responsibility is having the ability to use a specific area of the system and within each responsibility there are various tasks that can be performed. Your responsibilities on the Live system are designated by your key contact and further information can be found on the CUFS homepage. Responsibilities on the Play system are added by Finance Training. The example in the above image shows the responsibility CAPSA AG: AP Invoice Manager. When broken down it means: CAPSA Name given to the project for setting up CUFS back in 2000. Every department in the University has a unique twoletter code. AG represents the Finance Division. You will see your own code in your responsibilities on the Live system.18/08/2010 6

AG

Introduction to CUFS v6.1 Finance Training

AP

Represents the Accounts Payable supplier invoices are processed.

module,

where

Invoice Manager

Indicates the level of access within the module.

Tasks within a responsibility will appear on the middle of the page when the responsibility name is selected. Setting up Favorites Favorites allow you to create a list of most commonly used tasks so that you can access them straight from the list. This will save time as you will not have to select the responsibility first and scroll down until you find the task that you need. The following steps will illustrate how to set up Favorites.

1. Begin by selecting the Edit Favorites button from the E-Business Suite Homepage. 2. Click on the drop down list to select the relevant responsibility and click on the Go bu