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FAQs

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General

What does ERP stand for?

Enterprise Resource Planning

What is Business World?

ERP is the solution, the products name is Business World, supplied to us by Unit4.

What does ERP mean?

It is the integrated management of core business processes, often in real-time and mediated by software and technology. ERP is usually referred to as category of business-management software- typically a suite of integrated applications - that an organisation can use to collect, store, manage and interpret data from these many business activities

Who can I ask about the project?

Please email businessworld@shropshire.gov.uk 

What is in scope?

The project team including the business are currently working through the design to ensure we have covered the areas impacted by the change. Currently in scope for replacement is Samis (Finance), ResourceLink (HR), Impromptu (HR reporting) and E-Recruitment. Additionally to this all systems which currently interface into the named system are also in scope for a new and ideally improved interface capability, we will be discussing these systems with the business owners through the project.

How do we attach supporting documents in Business World?

There is functionality within the system (paperclip icon) where documents such as receipts, MatB1, certificates and any other related documents can be uploaded, and therefore will no longer need to be kept. In most cases this can either be a manager or employee that attaches these documents.

Purchase to pay

How Do I Order Goods and Services in the ERP?

With the implementation of the new ERP system, the Council will adopt a ‘No PO No Pay’ Policy. The concept of this is simple. For goods or services that the Council order they will be required to raise a Purchase Order on Unit 4 Business World for this which will be electronically sent to the supplier.

For more information on the ordering process, you can view the How do I raise a Requisition in Unit4 Business World materials attached as a related document on this webpage for how to create a Purchase Order.

There is also a Product Masterfile attached as a related document on this webpage.

Note 1: The majority of products are generic and so the person who places the order will have to add the additional product detail in the product text section when placing a requisition so that this appears on the order that the supplier receives.

Note 2: For further details on the requisitioning process you can click SC Requisitioning Schools Document attached as a related document on this webpage.

Once the goods or services have been received by the person who placed the order they will have to goods receipt them in the system.

If the invoice is then received from a Supplier with the relevant PO associated with it, the invoice will be paid on the due date.

If an invoice is received from a Supplier with no PO associated with it, the invoice will not be paid and the Supplier will be asked to resend the invoice with the relevant PO included on the invoice.

The no purchase order no pay, or 'no PO no pay' policy is designed to enhance the efficiency and purpose of the PO for both buyers and suppliers.

How do I Process Invoices that relate to my Purchase Order?

IMPORTANT: ALL GOODS AND SERVICES SHOULD BE GOODS RECEIPTED IN UNIT 4 BUSINESS WORLD ONCE THEY HAVE BEEN RECEIVED AND YOU HAVE VERIFIED THAT THEY ARE IN ACCORDANCE WITH YOUR ORIGINAL ORDER.
shropshirecouncil.invoices@proactiscapture.com
*IMPORTANT: IF THE INVOICE CONTAINS MORE THAN ONE PAGE, THESE MUST ALSO BE INCLUDED AS PART OF THE SAME PDF DOCUMENT AND NOT INCLUDED AS SEPARATE PDFS.

shropshirecouncil.invoices@proactiscapture.com then you will receive a ‘Missing Goods Receipt’ task which must be actioned before the invoice will be paid. You can find guidance on the Missing Goods Receipting process by navigating to the Receipting process section in the SC Requisitioning Schools Document attached as a related document on this webpage

Guidelines for Sending Scanned Documents into Proactis

PDF documents can only be processed if they meet the following criteria:

PDFs must be 1 PDF to 1 1nvoice / credit; as each file is treated as a new document

The PDF must not have security applied, as these cannot be read by the system

Documents other than invoice / credit related PDF files (for e.g. T&C’s, statements) should not be sent to the dedicated email address as the system will ingest these

The PDF must be attached to the original email and not embedded as part of a forwarded email

The dedicated inboxes are not manually monitored and therefore supplier queries or questions etc. will not be dealt with

It is highly recommended that any scanned PDF documents are of a minimum resolution of 300dpi. This helps to ensure consistent and accurate extraction of data from the images

It’s also recommended that the PDF file size be kept as low as possible; typically less than 150KB this is to reduce the reliance on bandwidth usage and to speed up processing.

The system WILL NOT accept any other format of documents such as “JPG and TIFF”

If a user sends an invalid attachment to the proactis email address, an email notification will be sent back to the person who has sent the invalid attachment informing them of this.

How do I approve an Invoice in Unit4 Business World?

When you log into the System, if an Invoice has been placed against a Cost Centre that you are an approver for then you will see a task highlighted against a tick mark on the top right hand side of the system. If you click on this tick mark, it will show any workflow tasks that are outstanding for you to complete.

You may receive a workflow task to approve an Invoice in Unit4 Business World for 2 reasons:

An Invoice is received without a Purchase Order that relates to your Cost Centre

An Invoice is received in relation to a Purchase Order but there is a price discrepancy between the Order Price and the Invoice Price

To Approve an Invoice that has been workflowed to you, you can click on the Task List on the top right-hand side of the system screen, this is defined by a tick icon. You will then see a task called Approve Supplier Invoice or Approve Purchase Invoice. Once you click on one of these tasks the Invoice details will appear with an image of the invoice. Please review these details and if you are happy to accept the invoice you can click on the Approve button in the bottom left hand corner.

If you would like to reject the invoice you can click on the Reject button and will then be required to enter your comments for the reason you are rejecting the invoice. If you choose this option, please take appropriate action to resolve the issue with the Supplier and then give a full description of the reason why you have rejected the invoice.

For example, if you are unhappy with the price or extra quantity received on the invoice and have decided to return the goods/services then please state this in your description. The Payments team can then cancel this invoice on the system.

If you are unhappy with the price on the invoice or extra quantity received but the supplier has agreed to send a credit note then you can leave the task pending until the credit note has workflowed to you as an additional task and then you can approve the Invoice and the Credit Note task together.

How do I approve a Requisition in Unit4 Business World?

When you log into the System, if a requisition has been placed against a Cost Centre that you are an approver for then you will see a task highlighted against a tick mark on the top right hand side of the system. If you click on this tick mark, it will show any workflow tasks that are outstanding for you to complete.

After you click on the task to approve a requisition, you will be able to see the product that the person would like to order, the price and supplier that has been included, the Cost Centre and Account Code (subjective) that has been used, the delivery address for the order and any attachments included.

To note, if an attachment has been included to the requisition, once you have clicked on the blue paperclip icon, you will then have to right click on the actual document attachment and click ‘Save as Local Copy’ to be able to view the document.

If you are happy with the requisition you can click on the Approve Button in the bottom left hand corner and the requisition will be automatically generated into an order and sent to the supplier.

If you are not happy with the requisition you can click on the Reject Button and this will then ask you to state a reason before rejecting. After you have submitted your reason the task will be workflowed back to the requisitioner to take corrective action.

How do I order stationery in the new system?

Banner is available to Punchout to on Unit4 Business World to create a Purchase Order.

Punchout means you will be able to log in to Unit4 Business World and then link directly to Banners website to select the products you require. After you have selected your products you can bring this information back into Unit4 Business World and complete your requisition which will then be directed to the authoriser to approve and will then be automatically generated into a purchase order and sent to Banner.

For more information please go to the ‘New Requisition via Punchout’ section of the SC Requisitioning Schools Document attached to this webpage

How do I view invoices in the system?

The only way to view the Invoice image in the system is through the General Ledger Enquiry reports. If you are the Budget Holder you will automatically have access to a General Ledger Report called GL Enquiry (Budget Holder) which you can search on and drill down into the Invoice image for the Cost Centres that you are responsible for.

This report can be found under Reports>Finance & Procurement>Finance>GL Enquiry

If you are not a Budget Holder but need to view the invoice images, you can ask the Budget Holder of the Cost Centres you require to send an email to BusinessWorld@shropshire.gov.uk requesting that you have access to the ‘Cost Centre Subscriber GL Enquiry’ Report for the Cost Centres specified.

This report can be found under Reports>Finance & Procurement>Finance

* The Cost Centre Authoriser Guidance Note will show you how you can identify who the Budget Holder is for your Cost Centre

Supplier Creation

If you have identified a good/service that you wish to purchase from a supplier, you will first need to check if the supplier currently exists on the system by going to Procurement>Supplier Information>Suppliers and then type in your Supplier name in the Lookup box to see if it exists.

If the supplier does not exist on the system, you will have to begin the process of setting up the supplier by the Supplier Creation Form attached as a related document on this webpage to the new supplier and asking them to populate it and send it back to the user to start off the process of setting up the supplier on the system.

For more information on how to set up the supplier once the Supplier Creation Form has been returned and completed, you can find guidance by navigating to the Creating a Supplier attachment as a related document on this webpage.

Once the supplier is set up on the system the user will receive a notification and can then create an order with the new supplier.

How do I process an Internal Invoice / AC1 Form to pay an external supplier?

To make a payment to a supplier without an Invoice please use the Payment Request Form (AC1 form) attached as a related document on this webpage

These forms are used for instances such as:

When a grant payment is made to a supplier and we haven’t received an invoice from the Supplier as such.

To enter a credit against a supplier without receiving an official credit note.

Emergency payments to a supplier where an invoice hasn’t been received.

Once you have populated this form it will need to be saved as a PDF and sent to the shropshirecouncil.invoices@proactiscapture.com email address.

IMPORTANT: IF YOU HAVE SUPPORTING DOCUMENTATION THAT NEEDS TO BE INCLUDED WITH THE PAYMENT REQUEST (AC1) FORM, PLEASE INCLUDE THIS AS PART OF THE SAME PDF DOCUMENT. YOU MUST NOT SUBMIT A SEPARATE PDF FOR THE PAYMENT REQUEST FORM AND THEN A SEPARATE PDF FOR THE SUPPORTING DOCUMENTATION.

After it has been processed through Proactis by the AP team it will workflow to the authoriser of the Cost Centre to approve in Unit4 Business World.

How do I process a VAT only invoice?

VAT Only invoices can be submitted into Proactis the same way as normal invoices by sending the pdf to shropshirecouncil.invoices@proactiscapture.com

 The only difference is for a VAT only invoice you will have to:

 -Write the Account Code as B22100

-Write your Cost Centre

-Write Tax Code P1

-Write Tax System as TO (Tax Only)

-If it is not clear on the invoice could you also highlight the fact that it is a VAT only invoice before submitting it into Proactis.

How do I process a Sundry Payment to pay an external supplier?

A Sundry Payment may be made as a one off small expense to a supplier that it is not anticipated will be paid again in the foreseeable future and hence this supplier will not be entered on to Shropshire Council’s Masterfile.

To make a sundry payment to a supplier please complete the Sundry Payment Request Form and send the Sundry Supplier Payment Details Form to the Supplier to complete. Both of these forms are attached as a related document on this webpage.

Once you have both of these completed forms, you will need to be email these to the Accounts Payable team at sundrypayments@shropshire.gov.uk

The Accounts Payable Team will then input this Payment into Unit4 Business World and it will workflow back to the Budget Holder for approval.

How do I process my Imprest claim?

An Imprest Account is an advance of cash or a NatWest bank account, with a balance and cheque book facility, which is made available to various establishments to enable them to make certain types of payment.

The process for completing your Imprest claims will remain largely unchanged.

You will continue to populate your Imprest claim form as normal, however you will be required to send it over to the Accounts Payable team with the supporting documentation/evidence for each transaction and this will need to be emailed to imprest@shropshire.gov.uk

Once this claim has been loaded in to Unit4 Business World by the Accounts Payable team, this transaction will then workflowed to the relevant authoriser to approve and it will have the supporting evidence that you have provided to the Account Payable Team attached to the transaction for the authoriser to review.

IMPORTANT: PLEASE USE THE NEW IMPREST CLAIM FORM TEMPLATE THAT IS ATTACHED AS A RELATED DOCUMENT ON THIS WEBPAGE

On this form the Tax Code for Vatable items is P5. P5 will only apply to vatable transactions on Imprest Claims. For requisitions or invoices that include VAT, please continue to use P1.

There is a slight amendment to this form from your previous one because you will have to use a new Cost Centre and Account Code (previously Subjective) in Unit4 Business World. Please populate the form as you would normally but making sure to include your new Cost Centre and Account Code.

To identify your new Cost Centre and Account Code you can click on the Cost Centre / Account Code Mapping which is attached as a related document on this webpage and enter in your OLD Samis Cost Centre and Subjective. This will then display your new Cost Centre and Account Code.

To note, when you enter your Samis information in this mapping sheet, if an Analysis Code appears, this must be added to the claim form as well in column L. Otherwise if an analysis code doesn’t appear then you can leave this section blank.

You will also have type in your Old Samis Supplier Reference in Cell A4 and the Name of your Imprest Account in Cell A5 of the Imprest Claim sheet highlighted in Yellow so that the Accounts Payable Team will be able to identify your new Unit 4 Business World reference.

How do I know what the new Supplier ID will be?

To identify your new Supplier ID you have two choices:

If you know the reference that you previously used in Samis, you can click on the Business World Supplier identifier which is attached as a related document to this page.

Otherwise, once you login to Unit 4 Business World, you can go to Procurement>Supplier Information>Suppliers and then type in your Supplier name in the Lookup box. This will display your new 7 digit Unit 4 Business World Supplier ID.

What is a call off order?

If you receive regular invoices from a supplier but the amount and frequency of these invoices differ, it may be suitable to create a ‘call off’ order.

With a Call off order you are giving the supplier a ‘permanent order number’ and asking them to quote this on each invoice they send in to you.

Effectively what you do is raise the order for the amount you are expecting to spend with that supplier for the whole year for example, but the key is you put the price at £1 and the quantity as the amount you are expecting to spend over this time period.

Then when an invoice comes in, you goods receipt the quantity for this amount.

So for example, you raise a call off order for £1 at a quantity of 10,000 (£10,000 total) and then give the associated order number to the supplier.

Then when the supplier sends in the invoice for £500 for example, you goods receipt the quantity of £500 before sending it into Proactis.

To note, if a supplier sends an invoice for £511.16, you can still goods receipt this exact amount

What is a Recurring Payment?

The Recurring Payment facility allows you to pay an expected regular amount to a supplier on a scheduled basis.

Please see the attached guidance called How do I create a Recurring Payment

How do I view a remittance in the system?

You can go to Procurement>Supplier Information>Suppliers, then type in the Supplier ID or name before pressing tab. Next if you click on the paperclip icon you’ll see all the remittances here and you can right click, ‘save local copy’ if you want to download these. You can also save by date order by sorting by Last Update

How do I know who my Requisition is with to approve?

You can go to Procurement>Requisition>Enquiries>Workflow Enquiries – Requisition and then type your requisition number in the Requisition field and click search.

Next if you click on the Workflow status field you will see a map of who your requisition is with.

How do I know who the authorisers are for my cost centre?

Please see attached guidance called Cost Centre Authoriser Guidance Note

How do I view my order template in Business World?

You can go to Procurement>Purchase Orders>Purchase Order and then select open.

You will then see a list of Purchase Orders you have created. If you select the required Purchase Order then the Purchase Order details will appear. Next, to view the Order template you can click on the paperclip attachment and you will see a PDF icon of your order. If you right click and then click Save Local Copy you will be able to view your order as a pdf.

Sales to cash

How do I raise a sales invoice in Business World?

Enterprise Resource Planning

What is Business World?

ERP is the solution, the products name is Business World, supplied to us by Unit4.