Frequently Asked Questions
How do I get setup as a UNIT4 user?
New Academic users (Expenses, IRF & External Project Applications), should email the Finance System team (financesystem@hope.ac.uk) to request account set up on UNIT4.
For new Administrators a completed UNIT4: Access / Approval Request Form is required. This should identify the cost centre(s) and/or project(s) to which the user will be given access for reporting purposes. All users have the ability to raise requisitions without restriction, irrelevant of reporting access.
For a new and amended Budget Holder access a UNIT4: Access / Approval Request Form is required. This should identify the cost centre(s) and/or project(s) for which authorisation is to be granted.
All forms should also be signed by the user as well as the Dean or Department Head. Once set up use the following guidance to get started:
Training for all users can be arranged as required. Please contact Finance System (financesystem@hope.ac.uk)
How do I put a requisition on UNIT4 or approve a requisition sent to me?
Please refer to the UNIT4 user guides by clicking on the links below:
Requisitioning
UNIT4: Budget holder task - approve requisitions
New suppliers
Suppliers previously used but that have been inactive for 3+ years may be marked as [CLOSED]. In this case the supplier will not be 'available' in the requisition screen. A search of [CLOSED] suppliers must be undertaken before requesting a new supplier. New suppliers (not previously used by the University) should be setup via the New Supplier Request form on UNIT4.
For 'one-off transactions', when a supplier is not likely to be used again in the future, requisitions can be raised to a "sundry supplier".
Recording fulfillment of orders ("goods receipting")
To confirm that an order has been fulfilled, the goods receipting process must be followed:
Retrospective requisitioning and goods receipting
When the Procurement Team receive an invoice for which there is no receipt of goods, or no purchase order, a task will be sent to the relevant (most appropriate) administrator. The task will require the user to complete the action retrospectively as detailed in the following guides.
UNIT4: Admin task - missing goods receipt
UNIT4: Admin task - no order for invoice
If further assistance is required, please contact the Purchase Ledger team (purhaseledger@hope.ac.uk)
I have a user account but I cannot log on today, why?
The most common reason for access problems is when you have changed your password.
Changing your password again by following the instructions on the password management webpages may solve the problem. You will need to log out of your PC and back on again once you have reset the password.
If the problem still persists, please raise a call with the IT Help desk (itshelp@hope.ac.uk or on ext 2100).
What is the purchasing process?
Before you place an order with a supplier, you should first raise a requisition on UNIT4 for the amount of the purchase. On saving, this will be sent to the appropriate budget holder(s) for approval.
UNIT4: Budget holder task - approve requisitions
When the Budget Holder has approved the requisition, a Purchase Order will be sent to the requisitioner. This will have a 6 digit Purchase Order number which should be quoted to the supplier when placing the order. The Purchase Order can be faxed or emailed to the supplier if necessary.
Once the goods or services have been received, the order should be Goods Received on UNIT4. This indicates that you are satisfied and that the invoice, when received by Purchase Ledger, can be paid. If Purchase Ledger receive a supplier invoice for which no goods have been receipted or order raised, appropriate tasks to do so will be sent to the most appropriate administrator.
UNIT4: Admin task - missing goods receipt
UNIT4: Admin task - no order for invoice
Sometimes an invoice received by Purchase Ledger will materially exceed the value of the purchase order. In such an instance Purchase Ledger will send a task to the most appropriate budget holder to review and approve.
UNIT4: Budget holder task - invoice control exceeded
Suppliers should send invoices directly to the Purchase Ledger office. If the invoice is sent to you instead, please send it to the Purchase Ledger office so it can be paid. Please note that Purchase Ledger must receive the supplier's invoice before any payment can be made.
Due to the fact that hire charges may not be known prior to being invoiced, taxis may be hired without an approved requisition on UNIT4. The requisition may be entered and approved once the invoice has been received and the hire and service charges are known.
What reports are available to help me manage my budget?
There are several reports available to you on the web. Between them, these show committed expenditure, actual expenditure, budgets and the variance between actual expenditure and budget.
New reports can be added as required. If you need further information on a cost centre or project which is not available from one of the current reports, please contact the Finance System team (financesystem@hope.ac.uk, or ext 3867).
Notes on how to run the reports are currently available and the information they show can be found in the UNIT4 user guide by clicking on the link below: