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Agresso 5.5 Purchase Requisitioning and Task Management on the Web User Guide Version : 1.0 Date : March 2010 Author: Linda Downes Email: [email protected]

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  • Agresso 5.5Purchase Requisitioning and Task

    Management on the Web

    User Guide

    Version : 1.0Date : March 2010Author: Linda DownesEmail: [email protected]

  • Purchase Requisitioning and Task Management

    Contents

    Table of Contents1. HOW TO ENTER A REQUISITION......................................................................................3

    1.1. GL Analysis................................................................................................................. 51.2. Adding text to an order................................................................................................51.3. To Add Further Lines To The Requisition : Copy Row................................................61.4. To Add Further Lines To The Requisition : Add Line..................................................61.5. To Delete a Line..........................................................................................................61.6. To Make Changes To A Line.....................................................................................61.7. Copying Workflow Log Information to all Lines...........................................................61.8. To copy a requisition...................................................................................................7

    2. REQUISITION APPROVAL..................................................................................................82.1. Workflow Log..............................................................................................................9

    3. ORDERS AND REQUISITIONS MIGRATED FROM 5.4 TO 5.5........................................104. TASK LIST.......................................................................................................................... 10

    4.1. Types of Tasks..........................................................................................................104.2. Rejected Requisition.................................................................................................134.3. Budget Holder Approval: Exceeding Order Tolerance and Additional Amounts .......13 ........................................................................................................................................ 144.4. Requisitioner to Resolve Task..................................................................................154.5. Create Requisition for Invoice :TransNo...................................................................164.6. Add OrderNo to Invoice ............................................................................................174.7. Notify Requisitioner to Create ve Goods Receipt....................................................18

    5. GOODS RECEIPTING .......................................................................................................195.1. Goods Not Received: Rest Cancelled.....................................................................205.2. Goods Return/Credits...............................................................................................205.3. Goods Returns for Part Quantities ...........................................................................21

    6. WORKFLOW ENQUIRY ....................................................................................................227. PRINTING A COPY OF A PURCHASE ORDER................................................................248. REQUESTING A NEW SUPPLIER.....................................................................................26

    8.1. Checking if a Supplier Already Exists.......................................................................27

    9. MANAGING TASKS ..........................................................................................................289.1. Update Task List.......................................................................................................299.2. Home page: Shortcuts..............................................................................................29

    10. SUBSTITUTES................................................................................................................. 29

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  • Purchase Requisitioning and Task Management

    1. How to Enter a RequisitionMenu Route: Procurement Requisitioning Requisitions Entry

    On entering this screen, Agresso will populate most of the header information.

    All you need to enter is:

    Field Description1 Ext Ref This is optional but can be used for your own reference

    number.3 Cost

    CentreThis is your default cost centre but can be changed if necessary to any valid cost centre. Entering the cost centre here will automatically default it onto every line. However, if you need to change it on a particular line, use the GL Analysis (see 1.1)

    4 Project Enter your project code here. This will become the default for every line within this requisition. Although the project code is not mandatory here, entering it will save you having to enter it on every line. However, if you need to change it on a particular line, use the GL Analysis (see 1.1)

    The Delivery Address does not appear on the header screen. It will be printed on the purchase order and is taken from your employee record. Therefore, please let Finance know if you move office.

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  • Purchase Requisitioning and Task Management

    Requisition Line DetailsField Description

    5 Product Enter the product code for this line. If you are not sure of the code, use the search to find it. You can enter part of the name or the nominal code in the search (i.e. STA or 2000 would both find STATIONERY).

    6 Description The product description is displayed as soon as the product is entered. It is a good idea to change this to something more meaningful. The description will print on the order

    7 Supplier The supplier code is mandatory. You can use the search (click on ) to locate the code. Enter part of the name, address, postcode or telephone number in the search box and click on the search button. Any suppliers matching your search criteria will be displayed. Click on the one you require.If you select a Sundry Supplier, you will be prompted for the name, address and post code of the supplier (see below)

    7 Qty The quantity of the item being ordered8 Currency This is the default currency for the supplier, but it can be

    changed if necessary.9 Price The item price

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    Name and address for the sundry supplier entered here. Any bank details will be taken from the suppliers invoice by Finance

  • Purchase Requisitioning and Task Management

    1.1. GL Analysis

    The details here (account, cost centre, project, tax code and amount) are automatically built up from information previously entered. However, any of these details can be changed for the line being entered. For example, if this line is to be coded to another project or cost centre, the correct code can be entered here. Likewise the VAT code can be changed PS is standard rate (currently 17.5%) and PE is 0%. If the requisition is for any currency other than GBP, the VAT code should be PE.

    Only one GL Analysis line is shown at any time. This is the Analysis relating to the line hi-lighted in blue in Requisition Details.

    1.2. Adding text to an orderAnything entered in Product Text will print on the Purchase Order (replacing external text).Workflow Log replaces internal text and is used to make notes (available to the budget holder) but anything entered here will not be printed.

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    GL Analysis is automatically generated but may be changed

  • Purchase Requisitioning and Task Management

    1.3. To Add Further Lines To The Requisition : Copy RowThe easiest way to add further lines to the requisition is to use Copy Row

    . You first need to tick the row you want to copy, in the box at the start of the row, then click on Copy Row. This will copy the selected line(s) so you can change any details on the new lines. Anything entered in Product Text and Workflow Log on the original line will be copied to the new one. You may need to click on GL Analysis to view/change the cost centre, project or tax code for a line.NB. The Copy Row option will not work unless a line to be copied has been selected first by ticking in the box to the left of the line.

    1.4. To Add Further Lines To The Requisition : Add LineAdd gives you a completely blank line on which to enter the new details (Product, Description, Quantity, Currency and Price), as above.

    1.5. To Delete a LineYou need to first select the line to be deleted by ticking the box to the far

    left of the line, then click on Delete . NB. The delete option will not work unless a line has been selected first.

    1.6. To Make Changes To A LineClick on the line to be changed in the Requisition Details part of the screen so it is hi-lighted in blue and then change the details as necessary.

    1.7. Copying Workflow Log Information to all LinesYou can copy whatever is in the Workflow Log on a selected line to all the other lines in the requisition. This will overwrite any existing Workflow Log details on the lines you are copying to. Click on the line you want to copy from in Requisition Details and then click on Workflow Log to view the

    details. Select Copy in Workflow Log to copy these details to all other lines on the requisition.

    When the requisition is complete, click on Save

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    Click here to open the workflow log and then enter text. This is internal text and will not print on order Product text will print on order

  • Purchase Requisitioning and Task Management

    1.8. To copy a requisitionThis will allow you to recall a past requisition, make a copy of it