The new e-invoicing system has been live for slightly over two months now. Since the launch in June 2024, we have had 3,500 invoices processed through the system and exported to UBW.
Around 54% of invoices are now flowing straight through as confirmed transactions without any manual intervention needed. Over time we hope that by reviewing processes we can see this figure increase and achieve minimal user intervention where possible.
With continued support from the UBW team some changes have been made since the launch in June to help tasks to show more clearly, and to resolve some of the system teething issues (eg. with invoices looping back). The UBW team are currently trialling a new feature called ‘Substitutes’ which will allow users to set a substitute staff member(s) to whom tasks would be forwarded to during periods of annual leave and absence. More details about this will be communicated in the coming weeks if the testing proves successful.
As users are now more familiar with the new processing procedures we will be closing the Teams Channels that were set up before the launch. You will still be able to contact us if you are experiencing problems as below:
| Contact | Issue | Email Address |
| Payments Office | Deletion of Incorrect Registrations | paymentsoffice@kent.ac.uk |
| Payment Related Queries | ||
| Incorrect PO’s Quoted | ||
| UBW Team | Re-Assignment of Tasks | ubwhelp@kent.ac.uk |
| Tasks Looping | ||
| Issues with PO’s |
Procedure notes are also available on the UBW Wiki and can be found at:
- Desktop Guidance: https://livekentac.sharepoint.com/sites/finance-ubw/SitePages/Desktop-ElectronicInvoices.aspx
- Web Guidance: https://livekentac.sharepoint.com/sites/finance-ubw/SitePages/Web-ElectronicInvoices.aspx
Kind Regards
Finance Systems Team