By Lisa Thordal Lavrsen, Finance and Accounts Department. Photo: Colourbox

Since the turn of the year, it has not been possible to receive or send invoices because Aalborg University was switching to the new financial system. So the opening of Oracle ERP has been long awaited, and the invoices are queuing up to be processed in the new system.

The system will gradually be put into use during the few first weeks. The first week focuses on handling purchase invoices, in Procurement and Accounts Payable, as well as eForms and Time Registration on projects. Then Accounts Receivable and Fixed Assets.

AAU will continue with the current travel solution, RUS2.

- It may sound simple to change the system, but the new financial system has approximately 20 integrations with other IT systems - bank, STADS, payroll, etc. AAU is also switching to the state's chart of accounts at the same time as the transition to the new system, which itself is a substantial task, says Morten Bang Henriksen, Head of Accounting at AAU.

When do the individual modules open?

• Time Registration on projects, Procurement, Accounts Payable and eForms open 30 January 2023
• Accounts Receivable opens 6 February 2023
• Fixed Assets opens on 8 February 2023

Starting 30 January 2023 – you can access the system here.

Time Registration on projects

With Oracle ERP the university also gets a new solution for registering time on projects.

As something new, there is an app for Time Registration on projects that can be installed on a phone or iPad, so you can register your own project hours directly on the phone.

There are online courses in Time Registration that you can register for here.

And on this page, you will find instructions for installing the app and guides on Time Registration in Oracle ERP Vejledninger.

About the project

In the last six months, a total of over 50 AAU staff members have been involved in switching to the new financial system. The project is in collaboration with the University of Southern Denmark and the Technical University of Denmark, who have also switched to the same financial system. The three universities are working together on several of the difficult integrations, but nevertheless each has its own solution.

- The new system undergone testing since July 2022, but this does not mean that the start will be without problems. With such a complex solution, there will always be some initial difficulties, Morten Bang Henriksen explains.

The system is moving from the test environment, test data and specialized users to the production environment, real data, and a much wider user group. For the first five weeks, the project therefore also runs what is called "hypercare" where suppliers, developers and specialists are ready to correct the mistakes and deficiencies deemed most important.

- We are really looking forward to getting started. It has been a long and complex process, but we feel confident that we are ready to put the solution into use, the head of accounting says.

Courses and Open Office

When the system opens on 30 January, courses will be held in the individual modules and the day after each course you can drop into an Open Office session and get further help to get started with the various modules.

All courses and Open Office sessions are online, and you can register for both here

More information about Oracle ERP, registration for courses, instructions etc. here