The new forecasting tool that replaced Collaborative Planning is known as FP&A. It was formally known as Prevero and was rebranded in summer 2020.

This analysis is part of our Chart of Accounts and allows costs/income to be recorded at a low level in Unit4 ERP e.g. a type of employee costs, a specific type of income etc. These are attached to account codes (see below).

This code is part of our Chart of Accounts and allows costs/ income to be recorded on the system. The codes record the type of cost that is in Unit4 ERP e.g. employee costs, stationery etc.

This is Capital-related expenditure

These codes, within our Chart of Accounts, help to record costs/income against a particular area in Unit4 ERP e.g. Corporate Service centre codes, Adult Social Care etc.

This is the number used on the system to differentiate between the different organisations i.e. 101 is Cheshire East and 201 is Cheshire West and Chester.

Also known as Accounts Payable (AP)

Also known as Accounts Receivable (AR)

Also known as General Ledger (GL)

This is the Unit4 ERP term used for invoices raised on the system.

These sit below the Centre Code in our Chart of Accounts and allow further detail below the centre code if required e.g. a team name within a department.

This incorporates centre codes, sub centre codes, account codes and analysis codes enabling all financial transactions to be recorded in an organised way

This records all financial transactions, enabling the organisation to produce a set of reports for external auditors.

Call-off orders are raised by using a non-catalogue value (NCV) product.

To decrease an order value, you would use the rest/cancelled function. You cannot increase the value of a PO, it can either be over-receipted or when an invoice is matched that overbills it will generate an approval task to the budget manager.

Yes, in that scenario the PO will be raised in the open period of the new financial year.

Yes, you need to perform PO housekeeping as normal using the function rest cancelled to complete any orders with outstanding values that are not being used.

The sundry supplier is an exceptional use only process. No invoice should be sent for processing without relevant documentation to provide coding and if amendment is required the budget manager will reject.

Yes, invoices should be sent to payments and all suppliers should be asked to send invoices to AP directly to avoid this.

Duplicate invoices are not loaded and so will not be in the system for users to see.

Value orders can be used in this scenario, if there is enough detail for the approver to understand what is being approved.

Yes, the enquiry screens will allow approvers to see the requisitions of anyone in their team or part of the hierarchy.

This will be electronically returned to the supplier for correction.

This can be done but should only be in exceptional circumstances and the supplier terms of trade should be adhered to.

PO numbers should be printed on the invoice by the supplier. For smaller suppliers, who hand write invoices, this would be acceptable.

This is done through the rest/cancelled function in order to finish off unwanted PO values

When the PO is generated it is attached to the original requisition in ERP WEB for reference, you will then be able to get back to the PO document and take a copy that you can send to anyone that requires a copy.

It is best practice to receipt the PO at the point of delivery, when you have received the item or service. You should not wait until the invoice is received. However, if you do receive an email directly you should pass this to P&I as normal.

As above, the PO should be receipted at the point that the service has been confirmed as delivered, you should not wait until the invoice is received. If there is a discrepancy between the receipt and the invoice (the supplier has charged more than expected) this will not be paid and will be sent to the requisitioner for validation.

Please note, they should leave the product text as is and use additional information to add supporting information.

POs will only appear once fully approved by the budget manager. You can check via your requisition enquiry workflow map if the PO is still waiting to be approved. Also, the PO document production isnt immediate as it's on a schedule, so if a PO has only just been approved, they could be waiting to go through to workflow.

P2P05 - raising a requisition final page shows you how to change status to closed. P2P07 - goods receipting Quick Card details how to cancel the balance of an order.

There is no limit on what you can over receipt. The over receipt will go for extra budget approval.

Pictorial representation of the business process in map form, showing the end to end process, and where applicable links between processes. These are supported by Process Description Documents (PDDs).

These are documents that describe in detail, the Business Process steps that the system user should follow when using Unit4 ERP. These documents support the Business Process models.

The formal process to request changes to either a business process or Unit4 ERP. A change request form must be completed.

Once a system change request (CR) has been raised and submitted, it goes for evaluation before being accepted or rejected.

If you currently don’t complete a banking journal (ADI) and the funds get coded directly, this process remains the same. If you previously completed a banking journal (ADI) in Excel this will be replaced by an online form, which you will complete and will go for approval via your establishment approval route as defined in the Hierarchy.

If income is currently coded without the requirement of a banking journal (ADI) the process remains the same and the income will automatically get coded directly via the cash receipting system.

If it hits the council's bank account, it will be managed as currently managed. Schools should email central Income team with relevant GL codes and expected amounts.

Best practice is to submit on the same day.

No, they need to be on a separate banking slips and banking journals. This has been instigated by banking regulations.

We would anticipate if this is a requirement, it will continue.

Tier 4 is for the Headteacher position usually. Business Managers are usually at Tier 6. Admin staff don’t have any financial approval – but can raise requisitions etc.

This will continue as normal.

These will be paid via Unit4 ERP. If you are processing a new one you will need to email details to Recruitment & Pay.

This process will go via a journal route.

There are 2 products for Chess. One is vatable and the other not. Additonal text will be added for greater detail.

This would be accepted if on the same customer. If this refers to the paper document, they are not sent to the bank at all.

No. If a Direct Debit is not taken, dependant on the reason, action will be taken. Refer to payer notifications - customers are given a 2nd chance then they are taken off Direct Debit. The transaction will then drop in to the standard recovery route. Reports can be made available based on rejection codes.

Direct Debit mandate details are held on the DD mandate enquiry screen and not on the customer master file. The bank details that are visable on the customer master file, on tab 4 payment, are used when a refund is due to the customer. If an adult social care customer mandate is loaded, the customer master file needs to be amended to Direct Debit for all future invoices . Nothing is updated automatically on the DD screens, the user must complete them based on the details on the paper manadate. For AR DDs that are not paperless this is being picked up in phase 2.

Reminders will only be despatched on under £10 invoices when the total on the account goes above £10 i.e. £10 due date 01-02-21 and 10-02-21, reminder will go out on the 10-02-21

The action overview screen is updated with the date it was referred. Action overview, shows your action on a transaction e.g. tasks or reminder

The business process is for rounding on first. If rounding is set to last, the letter will be wrong that is despatched to the customer. If payment plans are overpaid this is ok, as it will just decrease the overall value.

The payment plan facilitity is expecting all payments to be the same value, if one is different it must be the first one. If there is a requirment to review an existing payment plan you would create a manual task for when you want to revisit and if an agreement is made to increase the monthly payment you would cancel the existing PP and recreate with the new values.

No. Manual task once created will immediately appear in the person's tasks list. You will have access to the AR205 document, which will list any outstnaindg actions. Managers will also have access to the team's actions to ensure they are being managed correctly.

The mandate requires the bank details of the customer who is paying this, it does not have to be the person who is named on the invoice. ASC regularly have other people paying for their charges.

There is no requirment for the paper documents to be updated as they contain all the relevant details required. No change has been made to the DD Sun number etc.

Sales Order Quick Card I2CO2 explains how to do this.

No, it will always need changing to the project manager.

Project support can edit a project, but it will go to PM for approval if it is amended

Yes, they will go to the correspnding project manager. The timesheet will be approved when all lines have been returned

If a person doesn’t have timesheet access to Unit4 you would need to add any relevant charges as a fixed price item.

They will follow the process according to whether the invoice requires attachments. If it requires an attachment, it will have to go back to the responsible person. If it doesn’t, it will be emailed if an address is provided or will go to the print unit and be sent out.

A resource ID is Unit4 ERP terminology for an employee number.

There are many self-service forms available in Unit4 ERP e.g., maternity, paternity, leavers, return to work, position, resource and employment administration etc. These are accessible by selecting Forms from the main Unit4 ERP menu

Yes - emergency contact information is held in Unit4 ERP if staff complete the emergency contact section. It will be for individual line managers to encourage their teams to complete this information. Managers will be able to complete it for staff who report to them directly, for those staff who don’t have a Unit4 licence.

Access to Unit4 ERP is linked to job role, therefore, access request forms will no longer need completing. Unit4 ERP accesses are created with the position. If your access isn't working or you haven't been granted access and need it, then you must contact the ICT Service helpdesk.

Please call the ICT Service helpdesk who will be able to set you up with the required accesses for your job role.

Yes - this is done by selecting Your Employment from the main Unit4 ERP menu. Please be aware of payroll download deadlines when updating bank details.

You can obtain these by running the Establishment Report.

The CS1 has been replaced by Proxy, however, all additional hours and adjustments have to be keyed. The work schedule will pick up the basic pay from the rota.

Yes, you are able to key in the total amount each month for sleep-in allowance.

You are able to run a report of the entries keyed.

A resource is approved straight away and a Resource ID is sent straight back to the Manager. The approval for the post will have already been approved by HR/Finance.

Please refer to the Contact the Team page on the microsite, which provides information on where to direct the type of query you have.

No, they have to be added to the group by the Governance & Support Team.

Reports can be run in the system that will show all variable pay claims that have been keyed in.

Yes

Agency staff still go through Comensura.

Casual workers pay is variable, so this will be entered via the variable payroll transaction screen under the time and expenses module.

Anything related to HR casework, please liaise with HR. HR are responsible for keying the information into Unit4 ERP.

In Unit4 ERP you will only be able to see staff and process contractual changes for them if the staff are reporting directly to you.

No workflow is applied to personal information changes.

Positions will hold the JDQ (evaluation) number. If the the position been re-evaluated then the Manager will complete the Position Administration Form to amend the grade etc.. JD/PS are held outside of the system and will be updated as they are done today.

No, this will be recorded in HR docs

You cannot view a history of name changes in Unit4 ERP, this will be kept in HR docs

You can view a history of tax code changes in tab 3 relations (my record gives an example on this 20005591).

Yes, there is an alert for this which can be bypassed

Yes

It depends on PD – you put the POSNO for the position the relation applies to.

It depends on PD. A crib sheet of PDs and what is required for each PD is currently being pulled together.

You scan them to the HR docs file

There is one leavers form in Unit4 ERP, previously in Oracle there was a single and additional assignment leavers form. In Unit4 ERP you would select Leavers Notification, the member of staff, select position, there is then a dropdown field where you would select the job they are leaving. If they are leaving your council altogether you would select leaving organisation from the dropdown and would only choose leaving position from the dropdown if they were leaving that position but continuing to work for your council in another position.

In Unit4 ERP staff returning to the council after a break in service, will need setting up as a new starter. The manual re-employment form for staff returning to the Council no longer exists.

The leaver form acts as a form to remove a person from one position to another position. We associate leaver with someone leaving the organisation, but in this case the leaver form will do both, it will remove them from one position (starter form will put them in another) or it will remove them from the organisation. This is dependant on the option you choose whilst in the form

Yes HR have overarching access

The Manager should complete the leavers form

Currently HMRC only recognise male and female. May change in the future.

The leaving form asks for their date of leaving and their last working day. Date of leaving is the date they will be paid until.

Yes, this will be identified in Governance & Support as a shared position to ensure workflows work in parallel (if in a Tier 9 or above role).

2 years of data.

Line managers will input information on absence due to illness. Sickness auto generated notification received periodically where sickness absence affects pay at various points. Absences will be downloaded on a monthly basis in Unit4 ERP in line with the payroll schedules. If an absence requires correction after being downloaded then you will need to email Recruitment & Pay. recruitmentandpay@ecwip.co.uk

There are no plans to go live with Annual leave just yet and any communications about how it will work will follow when there is a clear plan of implementing it in the new solution.

Only through Proxy

Yes

Yes, for the time being annual leave and flexi leave will be recorded in the normal way using the timesheet

Yes

A Manager needs to set up a substitue (the same as vacation rules in Oracle). If a manager forgets to do this, it would need to be moved by the Governance & Support Team. This will not be immediate, so it's vital that the Manager remembers to set up a substiture before going on leave.

On day one, you will be able to view anybody you supervise at present, as long as you have kept Oracle up to date.

It is open ended, you only need to update as and when there is an end date.

All action taken by a Manager goes for approval. It is more for information, particularly when managing a larger team.

Yes

You can and you must use it for open ended absences.

If absence is for one day, start date and end date is the same date and 'open ended absence' is not checked.

Tick the open ended sickness box and a future date will automatically apply.

Yes you can

Yes

It gets transferred once a month around the payroll deadlines, the end date needs to be entered as it is a mandatory field, but tick open ended so we are clear its an open absence for now. If you leave the absence as draft it will not be transferred to the record and pay will not be calculated correctly.

We will always apply the full term to the record unless otherwise stated. if the period changes, then a communication to R&P to update the pay details is required (via email).

Curtailment box is relevant when maternity leave is being shared with a partner.

If you have recorded a start date for a sickness absence in Oracle but not end dated it yet, you will need to email the Transactional Service Centre absence team to request a reversal. TSCabsenceteam@ecwip.co.uk You will then need to key the whole period of absence in Unit4 ERP. You cannot close off absences that have been loaded through the transfer of data from Oracle to Unit4 ERP.

Yes if you have access to those cost centres.

Admin staff will be set up in the Proxy groups not Managers.

Yes, as long as it has been saved for later and not sent.

Managers can report on their team's expenses

The report is called Employee Expenses.

If the employee has access in Unit4 to key their own expenses, then they would be expected to input them themselves. However, not everyone will have access and in these circumstances their expenses can be input by either a line manager or a proxy user.

This is linked to your terms and conditions based on your contract of employment.

Non- reimbursed miles are not keyed into Unit 4, only business miles that need to be claimed should be entered.

Proxy users have been identified by their job role and names of proxy users have been gathered. You will know if you are a proxy user if you can access the variable payroll transaction screen under the time and expenses module and staff names appear, this means you are in a proxy group and have access to these staff to key expenses on their behalf.

PA's will need to be in a proxy group with the Directors direct reports in the group to be able to key to them.

In Unit4 ERP you will only be able to see staff and process contractual changes for employees that report directly to you. Grandparent managers will not have access to them.

Release information will no longer exist, in Unit4 ERP. Managers will submit a Leaver Notification and select leaving position from the dropdown rather than leaving organisation. The new manager would then go into Employment Administration pick up the member of staff and put them into their new position.

When temporary contracts are due to expire and contracts are to be extended (alerts will be received after Go Live at 7, 30 and 90 days), you will have to extend them If the position is temporary. You will have to complete the Employment Administration form to extend the contract. There will be no automatic rollover as there is at the moment. If staff remain in post after the contract has expired, THEY WILL NOT BE PAID. Staff leaving will need to be processed as a leaver.

The current process for notifying staff of a change to their contract remains the same with correspondence coming from Recruitment & Pay.

Previously in Oracle an additional assignment manual form was used for setting up an additional assignment for a member of staff. In Unit4 ERP you would go into Employment Administration, pick up the member of staff (referred to as the resource) and attach them to another position.

You will need to enter the 3 different weeks. Rotas have to be entered a week at a time.

Release information will no longer exist, in Unit4 ERP. Managers will submit a Leaver Notification and select leaving position from the dropdown rather than leaving organisation. The new manager would then go into Employment Administration pick up the member of staff and put them into their new position.

Yes as they will be moving from one position to another.

Weeks need to be added seperately, 1 week at a time if working a 3 week shift pattern.

You would change the hours on the position by completing the Position Administration form.

Yes, as long as the Work Schedule is updated correctly

No - you will need to select one location, but you can update the advert text to make it cleare the role is for multiple locations

The online vacancy form will replace this functionality when it is avaialable. It will not be in place from day 1 - further information will be sent when it becomes available

This is all built into the Position in the system. When the Position is available in Hireserve, the manager will be required to fill in any gaps for advertisement.

If this is for schools, then no this process is not applicable. If it's for non-schools, then yes the central recruitment team will review the vacancy and pass back to the hiring manager to complete the advert text etc.

The vacancy will go to the recruiting manager named on the vacancy admin form. Please note: The Hireserve interface will not be available on day 1 of Go Live 2.

Yes, they are the same system.

Nothing is changing from a redeployment point of view.

Advert location can only hold one location, the advert text will need to state the work location if in multiple places.

The Vacancy Administration Form will interface to hireserve, the manager will need to add the advert text and make the vacancy live - However this form will not be live for day 1 and so current process stands i.e. key direct to hireserve.