Since the e-Invoicing project launched on 17/06/2024 we have seen over 1,500 invoices sent through to the new system with a high percentage of these invoices being processed okay and paid to suppliers.
We are aware there were some initial issues with invoices ‘looping’ which we hope has now been corrected thanks to the continued support of the Finance Systems Team.
Within UBW the IZ registration screen has now been turned off meaning no purchase order invoices should now be registered manually. If you have invoices outstanding from before the Go Live date these will need to be emailed through to the new email address finsupplierinvoices@kent.ac.uk
We have been noticed there is a duplication of some invoices coming through where they have been sent internally and also from suppliers. No invoice dated from 17th June onwards should be forwarded by a member of staff through to the new email address unless you have to access your invoices via a portal. If a supplier does send an invoice directly to you, please kindly return it to them and ask them to forward it to the new email address.
For any payments in a foreign currency or going to an overseas bank account please continue to complete an F2 for these and send them through to paymentsoffice@kent.ac.uk. They do not need to be registered on UBW.
We have also had a few issues with suppliers believing their invoices have been rejected when they receive the automatic reply from Proactis due to the way the email is worded. To confirm, if the invoice is listed under the paragraph showing successfully accepted items this will have been received. The only time a document will be rejected is if it is listed under the paragraph showing files that have not been accepted.
We understand this has been a huge change in the way that we all work and would like to thank you all for your patience and perseverance with this.