Batches

Batch files are used to import bulk data in to Unit4 and reduce manual input, the most common usage of these is for student bursaries. The batch files save time, however they can lead to an increase in data errors if the batch files are not correctly setup or if the data not validated properly.

For this reason, the Finance Systems Support team will only process student bursary batch files using one of the two provided batch files below.

Bursary - Standard Individual
This template is used for a single student following the typical pattern of bursary payments. Enter the information in to the red-outlined cells and the detail lines will be automatically populated. The workbook is “protected” and read only, so Save As, preferably adding the student/supplier number to the file name. If you are sending bursaries through for a number of students, please ensure you have one student per template (not multiple sheets) and send one workbook.

Bursary - Multiple or Non-standard
This is for anything else that does not fall into the above category. This template allows you to freely enter data directly into detail lines. If you are pasting anything into this workbook, please use Paste Special – Values.

Once you have completed any of the bursary templates, please email this to FinanceSystemsSupport@hud.ac.uk (one email per supplier).

What happens now?

The Finance Systems Support team will receive your email with the batch attached and generate a ticket. We will check all details and if all validated, Finance Systems Support will process the file. We will then notify you once it's added to the system. If the team have any problems we will contact you via TopDesk.

You want to add additional payments?

It depends. If the Finance System Support team have not already processed the original file, you could add these onto the original batch and ask the team to ignore the original request. However, if the original file has been processed, you will need to send a further bursary that only includes the additional payment/s.

You want to cancel the batch?

As above, if you have not been notified that the batch was processed then please contact the team as soon as possible to let us know if the file is no longer needs processing and you want to cancel the request. However if the file has been processed, you will need to provide a 'reversal' file with negative amounts (with matching amounts, nominal, subproject, date, period) for each line.

You just want to reduce the amount?

Reducing the amount is not a simple process. You would need to do as above and cancel the originally requested batch. Then email a newly created correct batch with the reduced amounts on.

Errors with nominals or sub-projects?

You may notice problems with nominals or sub-projects when preparing a batch file. If you are unsure how to proceed, please speak to your relevant Accounting Technician. Furthermore, if you submit the batch and the Finance System Support team identifies nominal or sub-project errors, the file will be returned to you for correction.

For support regarding the batch procedure, please contact FinanceSystemsSupport@hud.ac.uk.