Frequently Asked Questions
Before requesting support, please see if your question is answered below:
Who do I contact if I cannot access the AR module for validating and approving Sales Orders?
Can I validate and approve Sales Orders in both Unit4 Web and Desktop?
Do all Program Areas submit Sales Orders for invoicing?
I am receiving emails and/or alerts from Unit4 (Web and Desktop) every time a Program Area user submits a Sales Order for validation. Can this be disabled?
What is the best way to organize my tasks list in Unit4?
If I am an AR Financial Services Clerk, do I need to validate Sales Orders that I have created?
What is the difference between “Simple Mode” and “Advanced Mode” in the workflow process?
Can I see an invoice preview in Unit4 desktop?
A report I was using to assist in the month-end process has been deleted in Unit4 Desktop. How do I rebuild the report?
How do I maintain/update the back-end information for the Unit4 Sales Order solution?
What is the recommended screen in Unit4 for completing the Sales Order approval?
I am responsible for validating and approving Sales Orders, but I am taking vacation time. What can I do to ensure that I do not hold up the validation and/or approval processes?
Who do I contact if I cannot access the AR module for validating and approving Sales Orders?
Please ask your manager or supervisor to complete a Sales Order Support (Finance Staff) service request to request access.
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Can I validate and approve Sales Orders in both Unit4 Web and Desktop?
Yes; you can use either Unit4 Web or Desktop to validate and approve Sales Orders. However, note that certain fields like “Invoice Date,” special instructions from customers and the preview invoice feature are more easily accessible for verification and changes in Unit4 Web.
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Do all Program Areas submit Sales Orders for invoicing?
Except for student tuition, which is billed through Colleague, all other invoices (contracts, grants, fees for services, etc.) generated by Program Areas need to be processed through Unit4, and a Sales Order must be submitted to Finance. Please speak with the Senior Accounting Supervisor, Finance, if you require more details about this process.
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I am receiving emails and/or alerts from Unit4 (Web and Desktop) every time a Program Area user submits a Sales Order for validation. Can this be disabled?
Yes; to turn off notifications in Unit4 Web, go to your profile in Unit4 Web > click on the “Personal alert setup” tab > change the receive alert option for “Workflow Sales Order Notifications” to “No.”
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To turn off notifications in Unit4 Desktop, go to File > Options > uncheck “Show desktop alert.”
What is the best way to organize my tasks list in Unit4?
It is recommended that users organize/group their tasks list first by “Step” and then the “Column 2 value.” This will show Sales Orders organized by Invoice/Delivery Date for ease of validation and approval. For further details, please refer to the Sales Order – Finance User Guide.
Web:
Desktop:
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If I am an AR Financial Services Clerk, do I need to validate Sales Orders that I have created?
No; Sales Orders created by an AR Financial Services Clerk will be directly submitted for approval to the Senior Accounting Supervisor, Finance, through workflow.
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What is the difference between “Simple Mode” and “Advanced Mode” in the workflow process?
“Simple Mode” allows you to validate and approve a Sales Order task without going into the transaction details. “Advanced Mode” requires users to check off each line item and validate, approve, or reject, as needed.
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Can I see an invoice preview in Unit4 desktop?
The Preview Invoice function is not available in Unit4 Desktop. Please see Unit4 Web to take an Invoice Preview before completing the Sales Order approval process. Further instructions are available in the Sales Order – Program Area User Guide.
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A report I was using to assist in the month-end process has been deleted in Unit4 Desktop. How do I rebuild the report?
Refer to the “Invoicing” and “Deferral and Recognition of Term Based Revenue” sections in the Sales Order – Finance User Guide for instructions on how to build reports related to month-end.
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How do I maintain/update the back-end information for the Unit4 Sales Order solution?
Please refer to the “Sales Order Solution Maintenance” section in the Sales Order – Finance User Guide.
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What is the recommended screen in Unit4 for completing the Sales Order approval?
Please use the “Sales Order Approval” form; do not use the “Sales Order Invoices SO” Form.
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I am responsible for validating and approving Sales Orders, but I am taking vacation time. What can I do to ensure that I do not hold up the validation and/or approval processes?
There are multiple team members within Finance who have been assigned AR validation and approval permissions in Unit4. In this way, team members can back each other up during absences. You can also assign substitutes during your absence. Please see the “Workflow Tasks – Substitutes” section of the Sales Order – Finance User Guide for more details.
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