With a function-rich platform like Unit4, it’s easy for individual features – including potentially very useful add-ons – to fly under your radar. This is especially pertinent to long-term users of Unit4 Financials by Coda: courtesy of Unit4, enhancements have come thick and fast over recent years, and there may easily have been some you’ve missed!

If you first encountered Coda a few decades ago, you may have noticed a procurement and invoice matching module was available. However, built by Science Systems and badged as a Coda product, this was a separate application from the core Coda system. Interfacing ensured data exchange between Coda and the procurement module, but they were essentially two independent systems.

The significant change came in 2011 with the release of Unit4 Financials by Coda, Version 11. From then on, Unit4 offered (and still provides) two separate optional modules, one for procurement, and one for invoice matching. Unlike the previous app, these modules are both integrated within the core Unit4 Financials platform, sharing the same database and business logic.

For users, this means seamless processes with no duplication of effort. You create a new supplier, fill in the relevant details, and the new record feeds through automatically to the procurement and invoice matching modules.

Purchase order processing and the need for invoice matching often go hand-in-hand. So why is there a separate module for each one?

First off, let’s take a look at what each module covers:

‘Why wasn’t I made aware of this spend before the budget was set? Why am I only being told of it now? Why are we still using this supplier?’ With manual or ad-hoc approvals, there’s the constant risk of maverick spend, i.e. employees committing to purchases without approval and without budget holders being able to control what’s happening.

A procurement module empowers you to standardise and streamline the approvals process. Once a PO has been issued, it is immediately routed to the relevant budget holder or manager. Different levels of approval can be applied based on, for instance, spend category or amount. Meanwhile, integration with Unit4 Financials means you can check whether sufficient budget is available before allowing the request to proceed. The result? You decide on the approval rules you want to apply, and the system ensures they are adhered to.

For inventory, it’s not always a simple case of placing an order, receiving the items in one neat dispatch, and settling the invoice. Multiple shipments, partial deliveries, swaps, and supplementary orders are all to be expected. But they all create additional variables in terms of keeping track of what has been received and paid for. It’s also where the scope for error and wasted cost is greatest.

An invoice matching solution makes it much easier to handle these complexities through customised controls. This includes the ability to track and manage partial shipments, ensuring that the invoiced amount matches the quantity of items received. It is also possible to apply fine-grained matching rules to handle multiple layers of conditions, such as different tolerance levels for different product categories, separate rules for high-volume or low-volume items, and differentiation between full and partial deliveries.

For any finance manager charged with cutting out wasted spend, Unit4’s Procurement and Invoice Matching modules can offer easy wins in multiple areas.

As we’ve seen, the implementation of tightly controlled approval workflows makes it easier to control budget overspending. It reduces the chances of employees going off-piste and ignoring your procurement policies.

Beyond this, accurate and error-free invoice matching makes it much easier to ensure that payments made are a reflection of goods actually received, avoiding not just overpayments but also penalties for late payments.

The other big advantage from a costs management perspective relates to visibility. Linking to both the wider Unit4 ecosystem and any other applications you have in play, with enhanced procurement and invoice matching capabilities, you are much better equipped to track purchasing activity in real time. This can give you valuable intel on areas where costs can be reduced, whether it’s by adjusting purchasing volumes or switching to more cost-effective and reliable suppliers.

To be effective, software training needs to be directly relevant to day-to-day user needs. And especially with a feature-rich solution like Unit4 Financials by Coda, there’s no point in trying to teach every user about every new and existing aspect of it – otherwise, you’re just going to cause training fatigue.

For example, one team member is your core accounting expert. Another handles the bulk of credit management queries. A further team member is your go-to person for asset management. These are all subject matter experts (SMEs). Consider a targeted approach by delivering training to SMEs on aspects of Unit4 Financials by Coda that are directly relevant to their areas of expertise.

SMEs tend to be particularly good at understanding the training content for their peers, so when they pass that knowledge on throughout your team, it makes it more relatable.

Let’s say a set of new features has been rolled out as part of the Unit4 Financials Continuous Upgrade programme – or you’ve just implemented a new sales invoicing add-on. You don’t have to train the entire finance team to use these features all in one go.

Instead, consider focusing the training on one or a handful of champions. These individuals can then cascade the training to other employees within the organisation as needed. This can be a much more time and cost effective way of distributing the knowledge through the business than training everyone simultaneously.

There are plenty of Unit4 resources out there.

Unit4’s customer and partner community, Community4U, is one of the best. Comprising dedicated forums devoted to specific Unit4 solutions (including Unit4 Financials) enables you to engage with other customers and partners, get in touch and ask questions, access training resources, and get best practice tips.

(All Unit4 Financials by Coda customers have access to Community4U.)

Millennium Consulting can put together a personalised Unit4 Financials by Coda training programme built for your needs, delivered in-person or virtually.

Perhaps your team is due a best practice refresher course to ensure you are making the most of your Unit4 Financials investment. Do you want to explore new possibilities following migration to the cloud? Or do you have a group of new employees who need to be onboarded?

For expert, hands-on and role-specific training delivered by an elite Unit4 Partner, find out what’s possible here: https://millenniumconsulting.com/unit4financialsbycoda/training/

Make use of free webinars!

Workflow functionality, invoice matching, FP&A Lite, how to use hierarchies… if there’s a specific aspect of Unit4 Financials by Coda that you’re unsure about, chances are there’s a recorded webinar or video that explains it. To start exploring, try the following:

• Millennium Consulting’s upcoming events: https://millenniumconsulting.com/events/
• Unit4 Financials User Group: https://financialsusergroup.com/
• Community4U: https://community.unit4.com/
• Millennium Consulting’s YouTube channel: https://www.youtube.com/@millenniumconsulting95
• Unit4’s YouTube channel: https://www.youtube.com/@unit4