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Financial Accounting System Procedure

Category Finance
Type Procedure
Approved by Chief Financial Officer
Date Procedure Took Effect 16 April 2002
Last Approved Revision 23 February 2016
Sponsor Chief Financial Officer
Responsible Officer Financial Systems Analyst
Review Date 23 February 2021

Purpose

The financial software used by the University is Finance One.

Finance One consists of a number of modules including:

  • Accounts Payable
  • Accounts Receivable
  • Budgeting
  • General Ledger
  • Purchasing
  • Assets
  • Purchasing Card
  • Inventory

A number of subsidiary systems have been developed in house (for example Fees) which are linked to Finance One.

Definitions

  • GL - General Ledger
  • ITS - Information Technology Services Division
  • PL - Projects Ledger
  • EoM - End of Month

Policy Content

User Access

University staff requiring access to Finance One must complete the appropiate Finance One User Access Form and receive the relevant Financial Services user training before access is provided to the user. The Finance One User Access Form will detemine the type and range of access provided.

In the event that the user access changes, the user must submit a Finance One User Access Form to Financial Services for processing.

Users must not allow other staff to use their Finance One access. Any breach of this will be referred to the ITS Security Officer for investigation and possible deactivation of corporate system accounts.

Finance One access will be provided for the duration of a user's employment with the University. On termination of the user's employment, their Finance One access will be deactivated.

User Training

The Financial Services Division provides a range of Finance One training modules for staff on the Dunedin Campus. User training for non Dunedin Campus staff will be provided by key contact people at the various locations. Access to Finance One will only be provided after the appropriate user training has been completed.

User Support

A number of options exist to support Finance One users:

Finance One Helpdesk

The Finance One Helpdesk is available to all Finance One users.

Contact Details:
Tel 03 479 5554
Email finance.helpdesk@otago.ac.nz

Finance One eLearning

Financial Services have developed an eLearning suite to assist Finance One users in their day to day tasks.

Finance One Installation on University Computers

Users requiring Finance One to be installed on a University computer should follow or ask their IT Support personnel to use the installation procedures provided by the ITS Desktop Support team.

Finance One Installation Procedures

User Protocols

Users are to ensure that their computer has screen protection to prevent access by another person when their computer is unattended and the user is logged into Finance One.

Users should log out of Finance One modules they are not using and completely log out of Finance One at the end of each work day.

Users must ensure that documents are Finance One documents are to completed in accordance with the document format instructions. In the event that a user creates a document that is not required, the user must request that the document be deleted.

Users are to ensure that they save and exit out of documents in accordance with the general user instructions.

Chart of Accounts

Finance One users are encouraged to have a indepth knowledge of the Chart of Accounts, including the structure of various ledgers, the account codes that relate to their Department and the range of dissections within Finance One.

Detailed information on the Chart of Accounts is available at:

Chart of Accounts

Opening and Closing of New Accounts

General Ledger Accounts

Requests for new General Ledger Accounts  are to be made on the relevant form available from the Financial Services Form Store.

General Ledger Accounts will be made inactive after the close of the the month.

Project Ledger Accounts

New Cost Centre Funded Project Accounts should be made on the relevant form available from the Financial Service Form Store.

All other Project Ledger Accounts will be opened by Financial Services after receiving the relevant information from the Research Finance Office.

Related Policies, Procedures and Forms

Computer Regulations

Contact for Further Information


For further information, contact the Financial Systems Analyst, extn 8546 or email gordon.hudson@otago.ac.nz