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INDFAK and AURUS are being temporarily closed from the end of August to mid-September

To avoid as much inconvenience as possible during the closure, staff members are requested to clear INDFAK by 31 August at the latest.

2012.08.14 | AU Kommunikation

It is not only the mailboxes that need to be cleared after the holiday season. AU Finance encourages all the university’s many users of the INDFAK invoicing system to regularly check to see whether they have outstanding invoices in INDFAK, and to process them as quickly as possible.

INDFAK must be completely cleared by 31 August at the latest.

This major cleaning up process is necessary because Aarhus University is converting a number of the IT systems it uses for financial management – including INDFAK – during the period from the end of August to mid-September. The systems will thereafter reflect Aarhus University’s new organisation, so that the new main academic areas, departments and approval hierarchies, etc. are fully implemented in the systems. In connection with the conversion, a number of Aarhus University’s finance systems need to be temporarily closed.

In addition to INDFAK, this applies to the AURUS travel and expense accounts system and Aarhus University’s webshop. The closure will therefore affect all staff members who use these systems. The inconvenience can be kept to a minimum, however, if you are aware of the closures in plenty of time and make sure that invoices are approved and travel and expense accounts are registered before the systems are shut down.

INDFAK: Clear the system before and after the closure

INDFAK will be closed from 1 September up to and including 13 September. In this connection, incoming invoices must therefore be processed (received and approved) by 31 August at the latest, so that suppliers do not have to wait unduly for their payments.

By 24 August at the latest, AU Finance will send new incoming invoices in flow to the people responsible for the orders.

During the closure period, it will not be possible to process new incoming invoices, which means a backlog of unprocessed invoices can be expected when INDFAK reopens on 14 September. It is therefore important that as soon as INDFAK opens again, the people responsible for ordering and approving goods and services immediately process the invoices in flow they have received, so that we can expedite the expected payments to suppliers as quickly as possible.

Aarhus University’s suppliers will be notified by letter about the temporary closure of the finance systems at Aarhus University and possible delays in payments of invoices.

AURUS: Travel and expense accounts cannot be registered during the closure period

AURUS will be closed from 29 August up to and including 9 September. During the closure period, it will not be possible to process travel and expense accounts in AURUS, which means any payments can first be made when the system reopens. However, the closure does not affect travel bookings at CWT (Carlson Wagonlit Travel).

Aarhus University’s webshop: Registration cannot be confirmed

The webshop will be closed from 1 September up to and including 9 September. In connection with the conversion of the finance systems, it is also necessary to close Aarhus University’s webshop for a short period. Payments cannot be received at the webshop during this period, and registration for conferences and other events (applies to both paid and free events) can therefore not be confirmed. AU Finance will notify organisers who can be affected during the closure period.

Basis for joint financial management at Aarhus University

The conversion of Aarhus University’s finance systems is the first stage towards a joint financial management model for the university. Once the conversion has been completed, the finance systems will reflect Aarhus University’s new organisation, thus providing the university with an overall basis for the further implementation of the joint financial management model.

Read more: To read more about the conversion of the IT systems, the closure of AURUS, INDFAK and the webshop, and the preparations for joint financial management at Aarhus University, go to au.dk/faellesoekonomimodel (in Danish).

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