eFinancials
eFinancials is the University's central finance system.
Related Links
Overview and History
eFinancials is the University's corporate financial management system and has been in place since August 1996. The system was originally known as Cfacs but became eFinancials in November 2002 when the software moved to a web-based format.
It contains a comprehensive suite of fully integrated web-based financial management applications designed to address the University's requirement for providing a highly functional and reliable financial management system.
Core modules include General Ledger, Accounts Payable, Accounts Receivable and Purchase Order Processing. eFinancials also interfaces with most of the University's other corporate systems, such as HR/Payroll, EUCLID, EBIS, SciQuest and Accommodation Services.
The current version of eFinancials is v4.1, being upgraded to v5 on 9th November 2018. More on this upgrade can be found on the Systems Accounting Section pages - eFinancials upgrade.
Policy
Users and Administrators
Users
- Access to eFinancials will be granted in accordance with the eAuthorisations system.
- In order to access University finance systems, staff members are required to attend an appropriate training course, bookable via MyEd.
- All users of Financial Systems should follow University guidance for password management, computer use and information security.
- eFinancials' users are required to conform with the code of practice and follow its policy and procedures.
Administrators
- Each College / School / Department has their eAuthorisations administrator who is responsible for creating records for new users and removing leavers from eAuthorisations.
- Finance Managers, Directors of Professional Services or eAuthorisations administrators are responsible for ensuring the timely notification of any new users or leavers to the Finance Helpdesk on finance@ed.ac.uk.
- eFinancials account can not be created for a user without an eAuthorisations record.
General
Where an individual's personal data is recorded within the University's financial system or within any other approved University system that deals with financial transactions, all staff members must ensure that working practices comply with the Data Protection Act 2018 (DPA is the UK's implementation of the GDPR), available on GOV.UK.
Advice on these and other similar matters may be obtained from the ico website:
All financial transactions should be properly recorded within the University's finance systems either through direct input or through an appropriate interface from another University approved system platform.
The Finance Department is responsible for managing all aspects of the Advanced software which includes eFinancials (GL, PO, Stores, SL, AP), eAuthorisations, eExpenses, Collaborative Planning, FPM, eAnalyser, Xcel Uploader and Web Chart of Accounts, and any requests to change these processes or procedures must be agreed with the Finance Department. No new financial systems or interfaces should be set up without the consent of the Director of Finance.