Information and guidance to managing Income prior to cutover

  • Ensure your Accounts Receivable invoicing is up to date as there will be a period during which you will not be able to raise new invoices.
     

  • If an invoice needs to be credited off the system, ensure this is done prior to cutover as we do not want to transfer debt that is not owed.
     

  • Ensure all approvals are given as soon as possible to the recovery team to allow requested write offs to take place (West only).
     

  • Ensure you request any amendments to customer details in a timely manner as we want the information on the new system to be accurate.
     

  • If you’re aware of any unallocated payments on the system that need refunding, request the Income team to refund these as soon as possible, preferably prior to cutover deadline dates.
     

  • Ensure you submit your ADI banking spreadsheets promptly after banking.
     

  • Ensure you alert the Income team to any income you are expecting to arrive in the bank account and provide the relevant coding (including the VAT indicator).

Deadline dates guide

4 January 

  • Final date for refund requests. After this date we will be unable to process refunds until the new system is live. You must provide bank account details to enable refunds to be actioned.

 

11 January

  • Final date for New direct debit mandates – for Adult Social Care and Standing Charges

 

18 Januray

  • Final date for requests for new customers. After this date you will need to wait for the new Unit4 ERP system to be available when you will be able to enter the customer details direct into the system.

  • Final date for requests for invoices to be raised. Any received after this date will be returned to the Service for them to load onto the new system once it’s available.

  • Final date for requests for credit memos to be raised. Any received after this date will be returned to the Service for them to be loaded onto the new system once it’s available.

  • Final date for requests for copy invoices. Please do not order copies unnecessarily.

  • Final date for processing J bills. Any received after this date will be returned to the Service for them to deal with once the new system is available.  

 

21 January - noon

  • Final date for amendments to bank details. For Adult Social Care and Standing Charges.

  • Final date for banking spreadsheets. Please ensure you submit your ADI spreadsheets promptly after banking and respond to any queries you receive from the Income team as quickly as possible. After the deadline, you can continue to bank your income but should not submit an ADI. You will input the information you would normally submit, direct on to the new system once it’s available.

 

22 January – noon

  • Final date for direct entry of invoices. It’s 12.00 noon to give the Income team time to run reports and print the invoices before system is closed.

  • Final date for direct entry of credit memos. It’s 12.00 noon to give the Income team time to run reports and print the credit memos before system is closed.

  • Final date for income suspense. It’s important that you let the Income team know of any expected income and the relevant coding promptly. If you receive the regular suspense circulation lists please review and respond quickly.


If you have any questions or concerns about any of the above, please contact:

CWACCustomersInvoices@ecwip.co.uk