Agresso Procurement User Manual
Contents
1. 4 c la TS 55 e 9 u p is bo 2 e c 0o 2B E zx 1 gt 4 c t x 3 Em 8 Di a 58 m ins 8 E o 21 5 E E a E 54 0n n o0 cr 2 E E X co gt O B S gt a 8 o o 2 4q C x D 0 O D i 5 2 5 4 J 5 oO 19 a 2 4 5 oc ap gt o o iz C c 4 2 O lt a OV O T gt Q 2 ES 42 I E gt oc Tm c c c B C e e I Er 2 un T X E T z 9 We E Eu b m EE ea D gt 2 n m 5 m 5 oO iL 5 O o O C 4 c ul 5 nn 2 4 5 T D 2 2 e I 5 gt T 5 lli T c X O 4 LL O 2 9 26 Purchase Orders If a purchase order has been automatically sent to a supplier you will receive a confirmation email and a copy of the email will be sent to you at the end of the day Purchase Orders that are to be sent presented manually are emailed to you as a pdf so you can print and send present as required If you want to manually check a purchase order number against a r2. 100 row U box damaged so sent back supplier sending replacement will grn when it arrives Once you have made your changes click Save Missing GRN Task When an invoice is received into Payments if you have not confirmed receipt or if the quantity of goods invoiced is more than the quantity of goods received i e you ordered 10 you received 8 but the supplier is invoicing you for 10 then a Missing Goods Received task will be sent to the Finance Administrators task list The task prompts you to either receive the goods service or remainder thereof Either enter the QTY received to match the invoice OR query the invoice with the supplier and arrange for a credit note to be sent My tasks Expand Collapse all i Home Help Bi Workflow tasks Missing Goods Received OrderMo 7000104 RegMo 200 Missing Goods Received OrderMo 7000104 RegNo 200 Iv Missing Goods Received OrderMo 7000104 RegNo 200 Missing Goods Received OrderMo 7000111 Rego 200 When you open your task it will open in the Goods Received screen but includes a scan of the supplier invoice see next page 33 Goods receipt U1 Save C Clear Documents 4 Workfow user log 21 Q Logbook 77 Add to shortcuts An existing item has been loaded Order information image OrderNo 7000537 External ref Page
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4. The requisition is saved with requisition number 8000495 Save OK Click 27 to clear the screen Retrieve your template whenever you are ready Retrieving a requisition template Click on the start from template button search window will open the name of your template or leave blank and click Field help search criteria Advanced OrderNo Header text Requested by 8000495 Clare s template RG Click on the template you want this will open the standard requisition screen 24 Workflow Enquiries You may want to check to see where a requisition you have raised has gone for approval or want to check its progress in the workflow process You can check both in the same simple enquiry F E Bi El Home B9 Regustoning la Requisitions standard la Simple Requisition Es Workflow enquiry Requisitions m Workflow user log Requisitions TE Own requisitians Purchase orders The following screen will open Selection criteria RequisitionMo like Company like Workflow status like Task owner like i Jd Results Detaillevel _ Alllevels m Copy to cipboard Rows per page 100 00 Process Step Task owner T WO Status Requisitiorio RESP Product Description Unit Ur m 7 _ ll PL This table is currently empty 25
5. d Delete Ld Copy row Search products E Components to kit v GLAnalysis Product text Please select a row in the corresponding table to populate this section Workflow log row 0 Please select a row in the corresponding table to populate this section ABW TEST SYSTEM 002 TEST6B 11 Click on the rejected line this will open the workflow log Workflow log row 1 3 8 2010 3 09 PM Distributed can you please action this asap thanks 3 8 2010 3 09 PM Approve no docs to attach 3 8 2010 3 10 PM FOSA05 3 8 2010 3 11PM TEST6H Reject please amend project code to 21336 Click on the line to be amended and make changes by overtyping in the relevant fields Click Ese 4g send the amended requisition back to the Budget Holder 22 ions t isition op Other Requ there is a tool bar on the left hand side ISITION screen In the Standard Requ itio Requ Period ion Template isi How to create a Requ information you require on your ith the W ion screen as normal isi Complete a standard requ template DO NOT SAVE ive your template a name ill be prompted to g You w Click the Save as Template button mplate as te Save E are s templa C nan Template Once you have named your template click Es You will receive a confirmation message 23
6. 2 0249 200 spatch no ea 3l Goods Returns E Procurement Expand Collapse all Home Help 8 9 Requisitioning Jie Purchase orders 2 Purchase order printout pu Order amendment confirmation _ Goods receipt lan Goods return VEN Workflow enauiry Purchase orders In the Procurement module open Purchase Orders and choose Goods Return Goods return U1 t C Clear Open Documents 2 Workflow user log Je Serialo C Log book Add to shortcuts Help An existing item has been loaded Order informatian 7000416 External ref I Delivery date 3j 23 20 10 Supplier Linpac Environmental Ltd Requested by Standard Requisitioner 3 Order status Ordered Order details C Orderline Product Description Order qty Previously received Qty returned Unit Restcancelled Reason code Warehouse Location Batch 1 Building 3 00 300 0 00 Unit v Mat e E J 517 Tyres 3 08 3 00 0 00 Unit L 3 UBF Head Protection 3 00 3 00 0 00 Unit 2 9 00 3 00 0 00 Z Rest cancelled Workflow log row 0 pau ABW TEST SYSTEM TPO Enter the order number and tab to populate the screen Enter the number of items returned against each relevant order line Order qty Previously received Qty returned Unit 3 00 3 00 Unit It is also good practice to leave a workflow log message so that you have a record of the reason for the return 32
7. see Agresso Guide for Budget Holders and Approvers for further details on the approval process The first approval step goes to the nominated Budget Holder This is the person with responsibility for the PROJECT CODE s selected on the requisition The Budget Holder will receive a task in their Tasks List e a Re 5 ECR Expand all Collapse all Home i Workflow tasks Budget Holder Approval OrderMo 8000481 Cat 2 Alerts B21 4 show options Update task list The task will open in the Approval screen see next page The Approval Screen Requisition approval U1 i 1 Clear 25 Open J Workflow user log Log book 527 Add to shortcuts Help Advanced mode Celectall visibls items Requisition information Workflow log row 1 TIN e a ae Resource Brass Clare Louise Miss Requisitiono 8000491 3 8 2010 12 32 PM TESTES Distributed Can you give fhis your LI Rame EN duci Gp immediate attention Quotes expire on 31 03 uel 3 8 2010 1 23 PM 05 Updated 3 8 2010 4 Enter a comment L3 Copy Total 1 Requisition details Comments Map Status Currency Curr amount Qty Unit Price Product Product description SupplierID Responst ce 32 800 00 100 00 UN 2500 741 Bunsen Burners for 52074 3 8 2020 EJ Components tla
8. 50 UK Ltd 0 2 111 40 UK Ltc 0 45 54 Lyreco UK Ltd 0 2 175 44 15 00 Idris Morris 7000111 12 33 Sigma Aldrich Company Ltd 7000112 27 33 35 98 Fisher Scientific UK Ltc 7000131 114 00 Sigma Aldrich Company Ltd 7000132 149 98 0 00 0 0 00 2 824 27 Deliv date Contract 2 4 2010 2 4 2010 2 4 2010 2 9 2010 2 9 2010 2 9 2010 2 11 2010 2 11 2010 2 16 2010 2 16 2010 3 22 2010 Requisitions with a workflow status of finished will be ready to be automatically generated into a Purchase Order Check the Purchase Order column to see the purchase order number against your requisition number 27 Retrieving Purchase Order If you want to retrieve and send print a copy purchase order go to Procurement Purchase Orders and choose Order amendment confirmation screen Bi Purchase orders 3 Purchase order printout p Order amendment confirmation la Goods receipt m Enter your purchase order in the relevant field and tab OrderNo i j Documents click on the Documents icon Mj Documents A pdf of the purchase order is available from this screen double click to retrive the pdf Document archive U1 L New document E Mg Library U1 Prifysgol Bangor University Liu p LG transaction 7000556 File Description RevisionNo Status User Updated Copy of The Supplier Purchase Order PO 7000556 1 Active 5007 07 05 2010 15 45 49 28 Requiston S
9. Approve Updated 3 8 2010 _ Tota 1 Li copy Requisition details 55 Comments Status Currency Curr amount Qty Unit Price Product Product description SupplierID Responsible Delivery date 550 00 1 00 UN 550 00 704 Networking equipment wo704 3 8 2010 GBP 700 00 1 00 UN 700 00 701 Computers Central W0704 3 8 2010 GBP 0 00 1 00 UN 0 00 FCA Furniture Office W0704 3 8 2010 GL Analysis Map Status Account Costc Project Activity Actgroup 704 1020 670200 NARECUR 2 Taxcode TS 5 PR Percentage Amount 100 00 550 00 100 00 550 00 ABW TEST SYSTEM 010 5 U1 Click Advanced mode 17 Requisition Details section will change slightly Requisition details Map Status Currency Curr amount Qty Unit Price Product Product description SupplierID Responsible Delivery date Ir GBP 550 00 1 00 UN 550 00 704 Networking equipment 0704 3 8 2010 GBP 700 00 1 00 UM 700 00 701 Computers Central 10704 3 8 2010 GBP 0 00 100 UN 0 00 FCA Furniture Office WO0704 3 8 2010 2 Tick on a line you wish to approve and click Ed Approve The line will be marked Gua C Map Status Currency Curr amount Qty Unit Price Product Product description SupplierID Responsible Delivery date 550 00 100 UN 550 00 704 Netw
10. Prifysgol Bangor University eas m Pm P Product Code 741 File Description RevisionNo Status User Updated Bj Requisition 8000491 aa PO Requisition Documentation ABW TEST SYSTEM 05001 TEST6 amp B Ui Click 2 Requisition Documentation to open the folder then click Ea New document A new window will open New document U1 Document information PO Requisition Documentation Document type POREQ Path Description o Document name Comment 7 Index Value 1 Client ui 2 OrderNo 8000491 ABW TEST SYSTEM 5005 TEST6B U1 Click to select your document Once you have selected your document click OK The Document archive screen will now show your document listed you can now close the window and 10 Document archive U1 Lal New document Library U1 Prifysgol Bangor University MI m AS P Product Code 741 File Description RevisionNo Status User Updated P Requisition 8000491 Hospitality Form dac Hospitality Form doc 1 Active TEST6B 3 8 2010 12 43 20 PM PO Requisition Documentation ABW TEST SYSTEM 05001 TEST6B U1 L y Now click Update task list Click on moved on to remove the task from your list and ensure the requisition has Once your Requisition has moved from the Document Check step it will enter workflow for approval Requisition Workflow budget holder approval Requisitions go through a two step approval process
11. The item is successfully processed There are no more items to process The requisition will return to the Originator and be closed Rejecting a requisition to amend click Reject You will be prompted to leave a message in the workflow log Budget Holder Approval Reject Enter your comment can you please amend project code to G70200 thanks Once you have entered your comment click Reject you will receive a confirmation message 16 The item is successfully processed There are more items to process Once a requisition has been amended by the originator it will return to you for re approval Rejecting Approving in Advanced Mode There will be times when you need to be more specific about what you want to approve and what you want to reject This is particularly relevant when considering mulit line requisitions Advanced Mode enables you to action a requisition line by line Requisition approval U1 Gear Open Documents Workflow user log Log book 727 Add to shortcuts Help E Reject Advanced mode Sortby Ascend 2 Select all visible items Requisition information Workflow log row 1 Name aE Resource TEST Five B RequisitionNo 8000492 3 8 2010 2 05 PM 5 Distributed May be able to share this cost with ITS d o E dE Updated 3 8 2010 3 8 2010 2 06 PM 58
12. 5 RCOUNOO1 O e TnvoiceNo 2ND ATTEMPT COMME ROD ETER on dedi Ne TransactionNo 20061232 Coret 1 j Total 7 2 2 351 81 The screen will show a scanned image of the invoice not available in this screenshot and the original order and GRN details against the purchase order details 35 accept the invoice and sanction payment click v Approve ed and leave a comment explaining the reason for click INVOICE To reject the tion rejec 36 Cancelling Requisition You can cancel a requistion at any point whilst it is still in workflow In Procurement open the Requisitioning folder and click to open Requisitions standard P Oper P zem Click the open icon MR will allow you to enter your requisition number Requisition Requisition number 8000731 enter the number and TAB to populate the screen Now go to the Status field and click to see the drop down menu Status Period Internal Message Requisition entry Requisition Requisition number Status 37 Cancelling Purchase Order To completely cancel a purchase order go to Procurement and choose the Purchase Orders folder Open Order amendment confirmation Requisitioning 88 Internal order B Purchase orders Purchase order printout Order amendment confirmation 4 Goods rece
13. Agresso Procurement Instructions Raising a Requisition A requisition is an initial request to procure goods or services In Agresso a completed requisition once approved will automatically generate a purchase order document Completing a Standard Requisition Expand Collapse all EJ Home Help G Requisitionine n y He ea Workflow enquiry Requisitions Eil Workflow user log Requisitions e Own requisitions 9 Sa Purchase orders The following screen will open see next page Requisition number 0 3 Reguisitioner Requisition Status Active Period External ref Internal Message SupplierID Po Delivery address Prifysgol Bangor University Delivery Project code LM PO Auto ManualPrintOverride Option NB Auto Print Process Deliv addr Prifysgol Bangor University Ffordd y Coleg College Road Bangor LLS Requisition details l Proact i GL Analysis A xw Workflow lag raw 0 Agresso Business World 002 FOSA05 Ui The screen is split into five sections The REQUISITION section The REQUISITION DETAILS section The GL ANALYSIS section The PRODUCT TEXT box The WORKFLOW LOG Completing the Standard Requisition screen Complete the screen by tabbing through the fields entering information where
14. L Analys ion deta IS the requ E e GL Anal a Amount entage rc T5 S om Actgroup ctivi Praj x 521016 PFNONPAY Coste unt 0 a u E e La verable and Rate Purchases Stay Departmental ACDEXP nditure Mon Pay Ex School B 03 College of Education amp Lifelong Learn quip Laboratory Purchase Ji 74 2 500 00 100 00 ion in ts main funct this screen is that it enables you to split the cost of each line between multiple project codes ings i Although information in the GL Analysis section is used for many th Splitting requisition between project codes There may be some cases where a purchase value is being allocated to more than one project code If you are raising a requisition and each line belongs to a different project code enter the different project codes in each line If you want to split the cost of one item between different codes click creating a line for each project code GL Analysis Account Coste Project Activity Actgroup Percentage Amount 1 74 8003 821016 PS NR 50 00 1 250 00 2 74 8003 x B21016 PFNONPAY ACDEXP NR 50 00 1250 00 School Budget I 100 00 2 500 00 Enter the relevant project on each line then enter the percentage of the total value for each project The to
15. applicable Fields marked are mandatory fields Requisition Number The requisition number is set at zero until the requisition is saved Requisitioner This is to be the main contact for the Purchase Order Enter your employee number or use field help to select an alternative contact the requisitioner will also receive the purchase order email External ref If you are given a reference number by the supplier it must be entered here Internal message Not currently in use leave blank Supplier ID Enter the Supplier ID code or use the field help button to search for the code by Supplier name Delivery Address Leave as default or choose from the drop down menu once selected the address will appear in the text box below Deliv addr Prifysgol Bangor University Brigantia Building Penralit Road Bangor Project code Enter the project code that the purchase is to be allocated to Manual Print override where a supplier has opted to receive their purchase orders via email Agresso will automatically send the order to the supplier when it is generated If you wish to override this and have the purchase order emailed to you instead change the default N to a Y PO Auto Manual Print Override Option Auto Print Process Completing the Requisition details section Product Code Enter the Product Code or use field help to search for the correct code by name Description The description field w
16. atus josie EE un em Jan Walmsley Associa 5 000 00 Now click led Delete then Save You will receive a confirmation message Changes on requisition 8000493 have been saved Amending a rejected requisition You will receive a task in your Tasks List Click to open the task f My tisks all Collapse all Home Help Workflow tasks Requisitioner to Amend OrderNo 8000493 Cat 2 B21 Alerts The rejected requisition will open in the standard requisition screen Rejected lines are marked with a 21 Requisitions standard 01 45 i fA save Clear Open jjj Documents Oy Log book Add to shortcuts Help 4 An existing item has been loaded Requisition entry a Requisition Requisition number 3 Requisitioner 026999 Brass Louise Miss Status Active Period 200908 External ref Internal Message z SupplierID 0704 Delivery address School of Psychology Delivery vi Jan Weimsiey Associates 1 Project code B21016 Deliv addr Prifysgol Bangor University Penralit Road Requisition details Description Unit SupplierID Delivery date Qty Currency Price Amount Status NI a 704 Networking Softwar W0704 3 8 2010 1 00 5 000 00 5 000 00 Active gt 5 000 00
17. ed IS vVOLIF ve th ease gi e m D e S Use the Workflow Log to leave message for the Budget Holder Approver or any other information that will aid the approval or audit trail This is a free text box and can be viewed kflow enquiry screens and Approval screens via Wor fd 22022 TE 222 Product Text section For each line of your requisition you can enter further product details by entering text in this field The text will appear just under each line of the Purchase order Product text 50 bunsen burners required for Brambell building Once you have completed and reviewed your Requisition click i Save I this will generate a transaction number The requisition is saved with requisition number 8000491 Document Check Step Once you have saved your requisition it will immediately workflow back into your own Task List to prompt you to check and attach any relevant documents Save If you do not have any documents to attach simply click bed Save to move the requisition on for approval My tasks Expand all Collapse all Home Help E Em Workflow tasks Add Documents to Dac Archive Standard Reg OrderN Emi Alerts Adding document to a Requisition To add a document click hy Documents The following screen will open next page Document archive U1 Li New document a hig Library U1
18. eipt of the goods service by completing the Goods Receipt Screen Gig Purchase orders Purchase order printout Order amendment confirmation _ Goods receipt If the invoice goes directly to the Finance Office and you have not completed the Goods Received screen a Missing Goods Received task will be sent to you This is simply a prompt clicking on the task with open the Goods Receipt screen with the purchase order details already loaded Big Workflow tasks Missing Goods Received OrderNo 7000071 RegNo 200 Missing Goods Received OrderNo 7000080 RegNo 200 Missing Goods Received OrderNo 7000127 RegNo 200 Missing Goods Received OrderNo 7000128 RegNo 200 Completing a goods received screen For each product line showing on the invoice enter a quantity of 1 thereby releasing payment for one instalment invoice do not worry about invoice amount at this stage see Step 3 Click SAVE 40 Step Three Approving an Invoice Budget Holders Often with call off orders you will not know the exact amount you are to be invoiced therefore the Purchase Order amount will be an estimate only When the invoice is received and registered and you have completed the Goods Receipt screen if the amount invoiced differs from the estimated amount on the Purchase Order a task will be sent to the Budget Holder This is an additional check step to ensure that you are aware of the actual invoice value and
19. ement Expand Ej Collapse all Home Help Bm Requisitioning 8 Purchase orders a Purchase order printout pi Order amendment confirmation 4 Goods receipt la Goods return Enter the Purchase Order number in the field and tab to populate the screen Goods receipt U1 5 O Gear Open jjj Documents J Workflow user log CX Log book Add to shortcuts Help An existing item has been loaded Order information OrderNo 7000417 External ref Delivery date 3 23 2010 Supplier Linpac Environmental Ltd Requested by Standard Requisitioner 1 Order status Ordered Order details C Order line Product Description Order qty Previously received Qty received Unit Restcancelled Reason code Warehouse Location Batch SerialNo 1 QRCC 10 00 0 00 Unit L1 2 07 Other Postal amp Telecommunications 10 00 0 00 0 00 Unit 20 00 0 00 0 00 Goods received Rest cancelled Workflow log row 0 E ABW TEST SYSTEM 006 TEST3H U1 The order details section has three columns to record e the quantity you originally ordered e the quantity you have previously received if any the quantity you are receiving now Once you have ensured the delivery date is correct and checked any quantities received previously enter the quantities received 30 If you have fully received as ordered click t
20. equisition you have raised go to Own Requisitions in the Requisitions folder Results Rows per screen will show a list of your requisitions and their current workflow status Search Requisition Detail level Workflow status 8000129 Finished 8000129 8000129 8000175 8000175 8000175 8000175 8000204 8000204 8000204 8000204 8000225 n cm n n n 8000225 Finished 8000225 8000246 Finished 8000246 3000246 8000674 We 8000674 All levels 100 Product 20926 LYRECO 120 926 NOBO 6 PANEL DISPLAY BOARD BLUE GRE E Description 527 LYRECO 137 627 HARD FLOOR CHAIR MAT 116 8X152 4 8143 LYRECO 118 143 IMPEGA L ARCH FILE A4 80MM MARBLE 20926 LYRECO 120 926 NOBO 6 PANEL DISPLAY BOARD BLUE GRE 527 LYRECO 137 627 HARD FLOOR CHAIR MAT 116 8X152 4 3143 LYRECO 118 143 IMPEGA L ARCH FILE A4 80MM MARBLE 20926 LYRECO 120 926 NOBO 6 PANEL DISPLAY BOARD BLUE GRE 527 LYRECO 137 627 HARD FLOOR CHAIR MAT 116 8X152 4 STRAW TRYPSIN Other Equip Purchase Solvents Simple Requisition Unit Ordered BOX EA EA BOX EA EA UN UN UN UN UN 1 00 1 00 1 00 1 00 1 00 5 00 10 00 2 00 1 00 1 00 2 00 6 00 1 00 iwi SuppID T picem 211 14 Lyreco UK Ltc 22 77 Lyreco UK Ltd 0 233 91 3 70 Lyreco UK Ltd 0 211 14 Lyreco UK Ltd 0 22 77 Lyreco UK Ltd 0 237 61 18
21. he box on the line s and click Goods received The quantity you ordered will populate the qty received field If you have only partially received the order enter the amount actually received in the field eived Qty rec d iL gt qi LI i k ousl Order qty Prev 0 00 L 0 00 10 00 20 00 5 00 0 00 ancelled Rest Do not leave a reason code If you want to cancel the rest of the order click this is not currently in use imply 5 ies at a later date J ivery at a later date for del you can return and enter further quant 7 back order items on ipted ing the unrece If you are leav it J C O 9 4 2 D O N uc a0 OE gt aay E F a i N If you find you have entered a quantity in error and wish to amend you can retrieve the purchase order number in the goods receipt screen and enter a minus figure You can Inst amend a goods received screen as long as the invoice has not yet been matched aga eived Qty rec 2 00 4 E gt gt gt O gt gt Y 2 c 4 2 2 o0 2 gt 4 E Q c gt es gt c i Q 5 c d O 4
22. ill be automatically populated with the general description of the code you have selected i e training courses Please overtype this with a more specific description of the product service Unit Leave as default Supp ID A This should be the same as the Supplier ID chosen in the Requisition section Quantity Enter the quantity you require Price Enter the price you have been quoted by the Supplier or an estimate if this is the case Your completed Requisition detail section should look like the one below Requisition details Product Description Unit SupplierID Delivery date Qty Currency Price Amount 5tatus 7 Burners for Lab 52074 3 8 2010 100 00 GBP 25 00 2 500 00 Active Unit 5Showpiece Exhibition Sterling Pound GB M 2 500 00 gt Ine click kd acc lto complete another ine requisitions For multi l Other options row will copy the highlighted line 1 icked ine you havet ill delete any each WI Ed Delete In use t currently 15 ts duc ce CL C fal Sear Completing the GL Analysis Section This section is used to define ing allocated to is be ion ISI in the requ ine ing the tax code from the default ject code each li ich pro Wh chang In inputted ion you informat ith the ically populate w is section should automat ils screen The G
23. iof2 K O E Zoom out Download document Delivery date 3 23 20 10 Supplier Jan Walmsiey Associates Ltd T E Barger Requested Tester 3b Order status Ordered ARCHED vs ORDER Order date 3 12 2010 Invoice number test 7 e Transaction number 20061251 Status Active v LM Sein Y lv can eger e myers tt z asl ioa m cA 2 Priem IJ poe ee SSG 124 ut bs es t A oe OSS lt i i Order details Order line Product Description Order aty Previously received Qty received Unit Restcanceled Reasoncode Warehouse Location Batch SerialNo E 1 724 Maintenance Network 3 00 3 00 0 00 Unit v Hardware 2 705 Computers Others 3 00 0 00 0 00 Unit 0 3 Furniture Office purchase 3 00 3 00 0 00 Unit gt 9 00 5 00 0 00 Goods received lid Rest cancelled Workflow log row 0 Review the quantities on the supplier invoices against the goods receipt information If you have received the goods as per the invoice enter the relevant quantities and save This will then match with the invoice and be posted for payment If you have not received these quantities then contact the supplier to discuss and arrange for a credit note to be sent out 34 Out of tolerance purchase invoices When an invoice is registered and the quan
24. ipt Enter your purchase order number in the required field and tab EO MAE el Order The order details will appear Purchase order details status Product Description Unit Amt use Ordergty Order price Discountpercent Discount Order amt Delivery date Finished Printing Binding and UN 0 00 50 00 04 01 2010 Buil 100 00 0 00 50 00 gt Click to tick each line of the purchase order then tick the terminate button you will be asked to confirm the cancellation 38 Call off Orders One purchase order for regular payments or payment by installment Call off orders come in many varieties depending on your purchasing activity and the specifics of the order If in doubt about any of the details please get in touch with the Helpdesk 2636 for advice and guidance Step One Create the order Open the standard requisition screen Requisitions standard U1 Save C Clear Open jj Documents Log book Add to shortcuts Help um Requisition entry _ Requisition q Requisition number 9 Requisitioner 026999 o Status Active Period 200908 External ref off order Internal Message Supper 18865 Delivery address School of Psychology Delivery E Project code 835016 PO Auto Manual Print Override Option Y Schoo Budget Manual P
25. ng Ltd Curr amount 15 840 81 Due date 14 03 2010 Recurring journal InvoiceNo 1 TransactionNo 20061053 2 z Order lines Orderline Currency Inv qty Inv price Inv amt Order qty Order price Order amt Unit Oty received Amt received Product Product desc Supplier M J Graphics Curr amount 2 401 85 fo NUDO D P ME SUE D LN m ee Currency GBP gt 1 000 77 1 000 77 1 000 77 Due date 14 03 2010 m 7 InvoiceNo test2 Purchase invoice details TransactonNo 20061058 Map Tax Order Status Currency Curr amount Type Account Costc Project Activity Actgroup TC Iz IET m oN tc Gi 3 a i mM Ed kd E 1 175 90 95 0150 R25065 RCDIOTHEQUIP Rcouwo01 ps Supplier Lyreco UK Ltd Computers Psychology Improving 3D Other DIC Equipment Research Purchases Non Curr amount 368 84 Others Visualisation Nesr Councis Grp Standard Rate Recos Currency GRP Correct 1 The screen will show e The details from your purchase order e The details from the invoice so you can compare e Ascanned image of the invoice not shown in this screenshot Simply click Approve to action the invoice for payment or Reject to hold the payment If you click Reject you must leave a comment to explain the reason for your rejection If you have been invoiced incorrectly you must contact the supplier to arrange a credit note
26. nsaction number 20061221 VAT amount 400 31 Currency GBP Bos dates 4 8 2010 Trans date 3 9 2010 InvoiceNo TEST OrderNo 7000105 TransactionNo 20061222 C Supplier M J Graphics Curr amount 2 401 85 Payment method IP Currency Due date 4 8 2010 Currency GBP InvoiceNo TEST4B TransactionNo 20061223 RefNo 0 C Supplier Jan Walmsley Associates Ltd x ER amount 1 200 00 lt Workflow log row 1 Currency GBP 3 11 2010 3 00 PM Jacquie Williams Distributed Due date 4 8 2010 InvoiceNo TEST 48 KEnter a comment TransactionNo 20061225 Supplier Showpiece Exhibition Ltd Curr amount 7 050 00 Currency GBP v Recurring journal Due date 4 8 2010 InvoiceNo TEST 1 TransactionNo 20061228 Order lines Supplier Showpiece Exhibition Ltd Order line Currency Inv qty Invprice Inv amt Order Order price Order amt Unit Qty received Amt received Product Product description udis amount 1 GBP 1 00 1 000 77 1 000 77 2 00 1 000 77 2 001 54 Unit 2 00 2 001 54 705 MAC Computer urrency Ad 4 8 2010 1 1 00 1 000 77 1 000 77 2 00 1 000 77 2 001 54 Unit 2 00 2 001 54 705 MAC Computer InvoiceNo testi 2 2 001 54 4 003 08 4 003 08 TransactionNo 20061230 ae Purchase invoice details CIUS o E ase Map Tax Order Status Currency Curr amount Type Account Costc Project Activity Actgroup TC TS kd GEP 2 351 81 GL 05 0150 R2506
27. o kit GL Analysis SSS Map Status Account Costc Activity Taxcode TS rcentag Amount gt Product text 50 bunsen burners required for Brambell building ABW TEST SYSTEM TPOO010 TEST6H 1 13 14 Checking the Requisition Check the details of the goods services to be purchased Check the workflow log and read any comments in support of the requisition If the documents button is glowing orange then click to check supporting documents You have three options when actioning a requisition You can e Approve the Requisition which will workflow to the next approval stage e Reject the requisition and leave instructions to cancel the request completely e Reject the requisition and leave instructions on amendments to be made Approving a Requisition To Approve a requisition click Iv Approve You will receive a confirmation message The item is successfully processed There are no more items to process The Requisition will automatically workflow to the next approval stage Rejecting a Requisition to close To Reject a requisition click e Reject You will be prompted to leave a message in the workflow log Budget Holder Approval Reject Enter your comment 15 Budget Holder Approval Reject Enter your comment please close budget does not cover this cost Once you have entered your comment click B Reject you will receive a confirmation message
28. orking equipment 1 0704 3 8 2010 L Approve 700 00 1 00 UM 700 00 701 Computers Central 0704 3 8 2010 0 00 1 00 UN 0 00 FCA Furniture Office W0704 3 8 2010 Click on a line you wish to reject ENTER A COMMENT IN THE WORKFLOW LOG and click Li Reject LI E E C Status Currency Curr amount Qty Unit Price Product Productdescription SupplierID Responsible Delivery date C Reject GBP 550 00 1 00 UN 550 00 704 Networking equipment W0704 3 8 2010 C Approve GEP 700 00 1 00 UN 700 00 701 Computers Central 0704 3 8 2010 Reject GBP 0 00 1 00 UN 0 00 Furniture Office Wor04 3 8 2010 Once you have actioned each line click Save You will receive a confirmation message The item is successfully processed There are no more items to process A note about the workflow log In all screens next to workflow Log comment boxes you will see a Copy button Clicking on this button will insert the comment into every line of the requisition Please ensure that you do not cause confusion by clicking Copy and leaving the same instructions for every line when you did not intend to 18 Requisition approval and document check step The Requisiton approval and document check step is the second and final approval step and is routed to the nominated Procurement Approver for your school department There a
29. r 600045 Requisitioner 1026995 Brass Louise Miss Status Active Period 200908 External ref Internal Message 8 SupplierID 0704 Delivery address School of Psychology Delivery v Jan Walmsiey Associates L Project code 1821016 Deliv addr rifysgol Bangor Universit Penralit Road Requisition details Product Description Unit SupplierID Delivery date Oty Currency Price Amount Status 74 Networking Softwar wo704 3 8 2010 1 00 GBP 5 000 00 5 000 00 Active gt 5 000 00 Ed Delete Ld Copy row a Search products lg Components to v GL amp nalysis Product text Please select a row in the corresponding table to populate this section Workflow log row 0 Please select a row in the corresponding table to populate this section ABW TEST SYSTEM 002 TEST6B 1 1 Click on the rejected line this will open the workflow log Workflow log raw 1 3 8 2010 2 47 PM TEST6B Distributed 3 8 2010 2 48 PM 5 3 8 2010 2 49 PM TEST6H Reject please close 20 close an entire requisition go to the Status field and choose Parked from the dropdown list To close a line of a requisition click on the requisition line to be closed and check the box Product Description Unit SupplierID Delivery date Qty Currency Price Amount St
30. re 3 Procurement Approver levels depending on the total value of the requisition The default thresholds are Requisitions from 0 5000 are routed to a nominated member of staff Requisitions between 5000 and 100 000 are routed to a senior member of staff Requisitions of 100 000 and over are routed to an executive member of staff The role of a Procurement Approver is to ensure that a requisition is fit for transfer to a Purchase Order they will be giving a final check to the details of the requisition and ensuring that the relevant groundwork has been completed e g tenders etc and relevant documentation is attached They may also serve as a second budget approver My tasks Expand all Collapse aj Home Help EJ Workflow tasks 7 Under 5K Approval Reg OrderNo 8000491 Cat 2 B21 Alertz 19 Closing a rejected requisition You will receive a task in your Tasks List Click to open the task Expand all Collapse Home Help zm Workflow tasks Requisitioner to Amend OrderNo 8000493 Cat 2 B21 fq Alerts The rejected requisition will open in the standard requisition screen Rejected lines are marked with a Requisitions standard U1 5 Cear 28 Open jl Documents C Log book 727 Add to shortcuts F Help aiio ora T avs 4 An existing item has been loaded Requisition entry v Requisition Requisition numbe
31. rint Reaured Deliv addr Prifysgol Bangor University a ls Requisition details Product Description Unit SupplierID Delivery date Qty Currency Price Amount Status E Tuition Fees Payable un gt 8865 10 05 2010 6 00 GaP 300 00 1 800 00 Active 6 Unit Lingac Environmental i Stering Pound GB N gt 1 800 00 Add d Delete row a Search products Components to kit GL Analysis l Account Costc Project Activity Actgroup TC TS Percentage Amount 1 0310 835016 PFNONPAY ACDEXP Ps PR 3100 00 1800 00 4 we Tuition Fees Payable Biological Sciences School Budget Non Expendture Departments Expenditure Purchases Standard Rate Partisily Recoverabie CUN M EGLI ME gt 100 00 1 800 00 Estos Producttext Tuition fees for 2010 11 payable in 6 monthly instalments 21 Price stated is estimate only please state actual fee on invoice Workflow loa row 1 Enter the details on the requisition screen If you will be invoiced for more than one product or service ensure you have a different line for each product service with the corresponding account category code Save the Requisition 39 Step Two Receiving invoice If you receive the invoice in your department before sending to Finance or you have set a reminder for each anticipated invoice date you can confirm the rec
32. tal percentage and cost will total at the bottom Fercentage Amount 50 00 1 250 00 50 00 1250 00 100 00 2 500 00 Each row will go to the relevant budget holder for approval ISITION Changing the tax code on a requ Once you ve entered your requisition line click in the GL Analysis line below details Product Requisition 5 a B e rency r Cu Qty ery date n Del erID 0704 p Su Uni ption cT ther D ve Acti N 0 0 10 2 00 210 GBP 00 1 5 05 2010 o UK Tr 551 mE n Wa Jz Limit 00 0 21 ts produc ch r un unt 210 00 ma 00 100 Outside the Scope of hases nc Pu oup ntal r P mue part ACD ty vi AY Acti NP dy ct Account Proje B13100 TER a nd Coste Webh His haeo 0 90 History A el Account 551 Other UK Trav end ma 2 nc 210 0 00 100 Enter the correct tax code in the box and tab use field help if you are unsure of the code Repeat the same process for every line Workflow Log Section LOW Vorkflow log 3 Thanks re on 31 0 s ese quote 7 ate attention imm
33. that you are happy to approve the payment Purchase invoice approval U1 ig Documents 4 Workflow user log uf Get template Createjedit template CN Log book ip Add to shortcuts 7 Help Approve E Reject Ef Advanced mode Sort by s E Ascending Select visible items 8 The difference between the amount received and the amount invoiced is greater than the allowed invoice control 1 00 difference betwe p n amount ordered and the amount invoiced is greater than the allowed invoice control 1 0096 Supplier Wirral Metropolitan College Curr amount 3 310 65 Purchase invoice information Image Currency GBP This section is currently empt Due date 10 03 2010 Supplier J Graphics Total invoice amount 1 200 92 InvoiceNo 12345 M E TransactionNo 20061028 Invoice number testi To be approved 1 175 90 A Transaction number 20061077 VAT amount 200 15 supplier Lyreco UK Ltd Trans date 12 02 2010 Curr amount 109 21 Currency GBP Or adero 7000102 Due date 12 03 2010 4 InvoiceNo 454545 Due cM 14 03 2010 lransactionNo 20061029 Payment method IP GBP Supplier Wirral Metropolitan College Curr amount 3 310 65 RefNo 9 Currency GBP Due date 12 03 2010 Workflow loa row 1 InvoiceNo 2 epe TransactionNo 20061045 15 04 2010 12 02 5 05 Distributed enter comment Supplier Zennor Consulti
34. tities match but the value doesn t if the difference between the two is more than 196 of the total value or 5 00 whichever is greater then an approval task will be sent to the Budget Holder to sanction the payment Mytasks Expand all Collapse all b Home Help Hie Workflow tasks Approval 7 The task will be labelled The task will open in a Purchase Invoice approval screen Purchase invoice approval U1 Documents 42 Workflow user log Get template _Create edit template C Log book lt Add to shortcuts Help Reject Advanced mode Sortby SB Select all visible items The difference between the amount received and the amount invoiced is greater than the allowed invoice control 1 0096 The difference between the amount ordered and the amount invoiced is greater than the allowed invoice control 1 0095 The difference between the order and the invoice is greater e 0 Supplier MJ Graphics than the allowed overrun amount of 5 Curr amount 2 401 85 Currency GBP Purchase invoice information mage Due date 3 8 2010 This section is currently empty InvoiceNo TEST4B Supplier J Graphics Total invoice amount 2 401 85 T Invoice number 5 4 be approved 2 351 81 C Supplier M J Graphics Curr amount 2 401 85 Tra
35. upporting Documents 5 Sales Order Documentation Agresso Business World TD5001 FOSA05 Ui Click to open the file File Download you want to open save this file ET Mame polla 237 pdf Lh Adobe Acrobat Document 35 2kB From gemini bangor ac uk gt While files from the Internet can be useful same files can potentially e harm your computer IF veu da not trust the source do not open or T save this file hat s the tisk You will receive a file download alert Click Open Your copy purchase order will open in pdf format next page 28 poO1a 176 1 pdf Adobe Reader File Edit view Document Tools Window Help m Be Ga 80 eek Bookmarks Po Pints Calme Coles Sed Benger Gates LLET oc Ordernumtbesr TIU 1313 p gt Fisher Basic UE Lii CoRsBgHo 000131 Brhop Aosd F2210 Lnugtnibormugn Order dais 19n2 22010 m Deon Dedyery metod Ma Modes Dever terrm Defauk Payment ieme 30 Days fom invoice Our ret Your ref GI 1628 Diedifeery Pripagu Bangor Linkeersty Page 111 29 Goods Receiving When an invoice is received in the Payments department it will only be paid if you have confirmed that you have received the goods service you ordered You must confirm by recording this information in Agresso In Procurement go to Purchase Orders and open Goods Receipt Procur
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