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UBW Frequently Asked Questions UBW Frequently Asked Questions

UBW Jargon Buster UBW Jargon Buster

Term Definition
ARCP Agresso Research Costing & Pricing - FEC Costing and Pricing module within ABW which includes AAM.
Charge Code The lowest level of the hierarchy for data collection.  All data is posted at the charge code level and most budgets are held at this level although it is possible to budget a project level.
Work Order The same as above. Workorders feed into Projects which feed into spending units.
Attributes Attributes are pieces of information held within UBW and used to validate postings, only valid attributes can be used in UBW.
Attribute Values Attribute values are the items which make up an attribute.  Examples of attribute values are account codes, chargecodes, student numbers or concept jobs.
Project The Project is the level in the hierarchy which comes between charge code and spending unit.  Multiple charge code can be linked to a project but only one project can be linked to a chargecode.
Spending Unit The spending unit is made up of multiple projects and relates to a school or a section.
Domain The domain determines which version of UBW users access for UEA, it is set to UEA in LIVE and EA in TEST and DEV.
Logistics Logistics is the folder in UBW Smart Client which holds all Purchasing options, Inventory Management and Sales Orders (not used).
Financials Financials is the folder in UBW Smart Client which holds the General Ledger, Accounts Payable, Bank Reconciliation etc.
Self Service Self Service is the web client accessed via the web link, it is a cut down version of UBW made simple for end users to navigate. E-procurement requisitions can only be raised through self service.
Smart Client Smart Client is the technical "back office" version of UBW which provides more functionality for end users.  Invoice Registering can only be done in the smart client.
Tasks Tasks are electronic approvals demanded by UBW to allow expenditure to be approved or rejected.
Missing Goods Receipt Task Invoices cannot be paid unless ordered items have been receipted.  If an order is not receipted a user will get a task to remind them to goods receipt.
Value Lookup The value lookup is the method used in UBW to find a code or an item from a list.  In smart client the value lookup is found by pressing F9 and the search is populated using F7.
Batch Input Batch input also known as GL07 is the method of uploading journals into UBW.  It relies on a tool called excelerator and an up to date journal template.
Open Items Open items are items which are still being processed, ie unpaid invoices, unapproved requisitions, unapproved supplier invoices.
Historical Items Historical items are those which are fully processed ie fully paid invoices, requisitions which have been turned into Purchase Orders.
Aggregation Aggregation is where UBW will add items with the same transaction number together, to see individual lines uncheck the aggregation button.
Budget Approval Required by the Budget Holder to Approve the expenditure.
Financial Approval Required from the Finance office to ensure that sufficient budget is available on the chosen code.
Excelerator An excel addin which is administered by ITCS and converts an excel spreadsheet into a formal accepted by UBW, it is also used for writing complex reports to extract data.
Intellagent The Intellagent tools are used to automate reminders, tasks and activities within UBW.
Roles Roles determine what users can access and view in UBW and also what tasks they are sent.
Data Control Data Control is used to control the data that users can view, usually set via a spending unit or by expenditure type, ie payroll costs.
Planner Planner is the tool for managing, uploading, changing and reporting budgets.
Flexi Fields Bespoke fields used to gather information for reporting.
PCB Agresso Project Costing & Billing - The financial module within UBW supporting charging and expenditure on projects.