agresso web requisitioning - university of reading · 2012. 7. 26. · procurement policy and...

Agresso Web Requisitioning version - Route 66 June 2012

Guide for requisitioners & authorisers

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Introduction

This guide has been designed to be an interactive training manual which explains on a field-by-field basis what to include when placing orders using Agresso web requisitioning (P2P)

It is aimed at staff who have attended the relevant mandatory training as an additional learning tool.

You can either run through the slides in order or jump to a specific field by clicking on the relevant links within slides. The contents icon at the bottom of each slide returns you to slide 3.

Further information is available on the Procurement web pages at www.reading.ac.uk/procurement

http://www.reading.ac.uk/procurement

Contents

• Policy and Procedures • New Supplier Form • Tenders and Thresholds • Requisitioning • Requisitioning - tools • Authorising • Sample Purchase Order • Goods Receipting - GRN • Changing password • Log off

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Procurement Policy and Procedures

Please refer to the following for guidance before raising Purchase Orders: The University’s Procurement Policy governs all the procedures that have been put into place P2P Procedures Manual provides an explanation of the process and the preparation required to complete a requisition

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https://www.reading.ac.uk/closed/procurement/policyproceduresguidance/proc-policy.aspx

https://www.reading.ac.uk/web/FILES/procurement/Procedures_Manual_issue_16_January_2010(2).pdf

If the supplier you wish to use is not set up on the Agresso database, please submit a New Supplier Request Form. If agreed an Agresso ID will be issued so that a requisition can be raised.

This is an online form at https://www.reading.ac.uk/closed/procurement/orderinggoodsandservices/proc-newsupplierform.aspx

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New Supplier Request Form

https://www.reading.ac.uk/closed/procurement/orderinggoodsandservices/proc-newsupplierform.aspx




Tenders and Thresholds

Always use a contracted supplier where

possible. However, if you are unable to…

£1 - £4,999 no competitive quotes needed but you are advised to obtain anyway

£5,000 - £29,999 two or more competitive quotes to be submitted to Procurement

£30,000 - £156,442 local tender

£156,442 EU tender (fixed timescales, may take several months)

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Tenders and Thresholds

If you need to purchase something and no contracted

supplier can meet your requirements, you are unable to

find sources to provide competitive quotations, or

technical consistency restricts the range of companies

available to you, you need to provide a justification by

completing a Single Action Waiver Form – available from

www.reading.ac.uk/procurement/documents-and-forms

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http://www.reading.ac.uk/procurement/documents-and-forms





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Requisitioning

• Navigate to Requisitioning

• Requisition Entry

• Requisition details

• Submitting requisition

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Entering P2P

Login Use login details provided by Finance

Requisitioning

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Getting to the Requisition input screen Select Procurement

Requisitioning

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Getting to the Requisition Click on Requisitioning and then select P2P requisitioning

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Requisition Entry

• Message to approver

• Supplier ID

• Send PO Y/N

• Radioactive Y/N

• Delivery address

• For the attention of:

• Additional comments

Requisitioning – Requisition entry

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Message to approver This is internal text, for any message to the authoriser, you should also use it to advise Procurement that you are sending quotes or a Single Action Waiver form. This does not print on the purchase order.


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Supplier ID All requisitions need to be assigned to a supplier. To do this either type in the supplier ID or click on the box on the right of the field to search for a supplier ID.


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Search Type in the name of the supplier or part of the address and click search. By double clicking on the appropriate line it will populate the supplier ID


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Send PO This will automatically default to Y (yes). Once the requisition has been fully approved a Purchase Order will be created and sent electronically to the supplier with a copy back to the requisitioner. If you change this to N (no) it will not be sent to the supplier.


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Radioactive Y/N This will automatically default to N (No). If the requisition includes radioactive material this must be changed to Y (Yes), this ensures the requisition workflow will include Health & Safety Services who will check that there is a correct record and management of the material


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Delivery contact Select the address you wish to have the goods delivered to from the drop down menu


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Delivery Address By selecting from the drop down menu it will automatically update the delivery address


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For the attention of: Whenever possible enter the name and room number/location of the person requiring the goods. This will assist in accurate delivery by the supplier. Details will be displayed under the delivery address.


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Additional comments Enter any additional delivery information for the supplier e.g. Delivery by Friday as discussed with your sales office. Up to 4 lines will appear in the ‘additional comments’ section of the order.

Requisitioning – Requisition details

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Requisition details Click on Requisition details tab

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Requisition Details

Product

Description

Unit

Responsible

Qty

Currency

Price

Amount

Close editing mode

Product text

Add

Delete

Account

CostC

Project

Additional fields

Route

Co

I/e

Tax code

Tax system

Percentage

Amount

Close editing mode

Add

Delete

Copy

Split

Delete


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Click below header line to open new detail row


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Product code If this is not known then click on the box on the right to search


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Search Enter the type of product in search criteria. This does not have to be the whole word. Double click on the selected line and it will populate the Product field.


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Description This will default with a general heading as per product code selected, once checked delete text and enter detailed product description.


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Unit This defaults to G (goods) for orders and deliveries by item, but can be changed to S (services) for orders by value (when receipting you will receipt the value received rather than a number of items) (Detailed definition follows) All call-off orders should be Services.

Goods and Services

Requisition field 'Unit': select G (goods) or S (services)

• G for items that are priced each, products that could be in a box,

single or multiple, cost of one item ex VAT entered as price, e.g.

quantity 3 PCs @ £333 each, quantity 40 books at £5.55 each. These

are GRN’d by number of items received, not by their price.

• S for a value of item required, quantity always shown as ‘1’, total ex-

VAT value entered as price, e.g. quantity 1 service contract @ £2222

for 3 years invoiced after each call-out. These are GRN’d by value, in

this example the value of service received from one call-out.

In both cases part-receipt of the order can be GRN’d.

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Responsible This should be set to the same setting as Send PO.


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Quantity Enter the quantity of the goods

For ordering by Unit – Goods, the quantity is the total number of items eg. Number of - boxes of pens / PCs / chairs

For ordering by Unit – Services, quantity is always 1


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Currency This will automatically populate according to the supplier ID. If the currency shown is not as required, there may be an alternative ID with a different currency set up. (If not please email [email protected] advising the Supplier ID and correct currency)

mailto:[email protected]


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Price Enter the unit price of the item you are buying excluding VAT. You should show the exact cost, but if this is not possible then you should enter an estimated or maximum cost.


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Amount This will be calculated and populated automatically based on the information in Quantity and Price fields.


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Close editing mode Click to complete the entries on this line (Double-click anywhere on the line to re-open editing if needed)


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Detailed information – product text Information in this field will appear on the purchase order under the line description. This should be further information about the goods or service that are being requested. You may need to click on the arrows alongside ‘Detailed information’ to open.


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Account code Enter the appropriate account code for the goods or services. A search for the code can be undertaken by clicking on the box on the right.


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Search Click on the box on the right. Enter the type of product and click search. Double click on the line and it will populate the account code field.


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Cost Centre The relevant department’s cost centre will automatically appear here once the project code is entered. The cost centre cannot be changed.


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Project Enter the project code you wish to charge. To find a code, perform a search by clicking on the box on the right.


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Additional fields Additional fields may appear here, such as WREN, RESNO, or PAYCOST, dependent on the account code used. Enter relevant reference.


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Route The relevant department’s cost centre will automatically appear here once the project code is entered. This cannot be changed.


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Company (Co) The relevant company code as used at log-in. This field cannot be changed.


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I/e This field will automatically default to ‘E’ for ‘External Order’. It must not be changed.


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Tax Code This refers to the 2-letter code for the rate of VAT to be paid on the line, if the default is incorrect this can be amended, options can be found via the search.

(Detailed guidance on VAT can be found on the Finance website)


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Tax system This refers to the VAT system, it will be completed

automatically and cannot be changed.


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Percentage This shows the percentage of the total value to be charged to this line. If this is an item to be split against different codes then enter the percentage of the total charge to be taken against this line.


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Amount Total value of the line will appear here, if splitting the charge across 2 or more project codes, the amount for this line can be amended.


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Close editing mode Click on the box to confirm the details of the line (Double- click anywhere along the line to re-open if amendment needed)


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Add To add further items to the requisition click on Add to get a new line. Then repeat steps from slide 23


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Delete To remove an unwanted requisition line, tick the box to the left to select the line, and click Delete.


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Copy To copy a line tick the box to the left to select the line, and click Copy.

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Split row This will add another row to GL analysis. Select completed line and click Split row. A duplicate line will appear, complete percentage or amount and amend those on original line. Click Action my changes to calculate and populate the fields.

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Delete To delete a GL analysis line select the line (tick box on left) then click Delete. This will delete that accounting row.

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Requisitioning – Submitting

Submitting a Requisition When the requisition is complete it will need to be submitted for authorisation. Click on Save, it will then go into a pre-defined workflow for authorisation. Once authorised the requisition will be converted into a Purchase Order which will be emailed to the supplier (as long as ‘send PO’ was selected) and a copy emailed to the requisitioner.

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Requisitioning – Submitting

Submitted requisition Your requisition has now been saved to the system for processing. A requisition number has been allocated

Requisitioning - tools

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Save

Clear

Open

Attach documents

Copy requisition

Save as a template

Start from a template


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Save This sends the Requisition to be authorised. If the requisition is incomplete it will not be sent, but an error message will indicate the fields requiring completion or correction.


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Clear This clears all information from the Requisition


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Open Use this to open a previous requisition. A lookup window will open for you to search for the requisition number

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Tools – attach documents

Attach documents Internal documents such as SAW forms or suppliers’

quotes, can be attached to the requisition for viewing by those in the authorising workflow. Click to open the function.

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Attach documents Select Requisition supporting documents then Add

existing document. New document window opens

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Attach documents Browse PC for documents to attach, double-click

selection which will then be listed, click OK

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Attach documents Selection will appear under file field, close window to

return to main requisition screen. Attachments can be viewed by re-opening Documents function

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Tools - copy a requisition

Copy requisition Click on this to copy an open requisition. (Use the Open

tool to recall it when required)

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Tools - Save as a template

Save as template Enter requisition details as required. Then click Save as

template, a further window will open where you enter a name for the template, and click OK.

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Tools - Start from template

Start from template Open a new requisition in the normal way. Click on Start from template. A search window will open.

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Tools - Start from template

Start from template Enter name of template then click on Search. Double click on template you want to use.

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• Entering the approval area

• Opening the requisition

• Approving the requisition

• Rejecting the requisition

• Requisition wrongly distributed

• Process completed

Authoriser role

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Authoriser role

Login Use login details provided by Finance.

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Authoriser role

Navigate to tasks Click on My tasks, then open Workflow tasks menu for a list of requisitions awaiting authoriser review. Double- click on any one to see full details and a summary menu

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Authoriser role

View a Requisition Click on any requisition in the summary menu to view details.

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Authoriser - approval

Approve Requisition Check details of supplier, product, cost and finance codes, if as required and in accordance with policies, if so click Approve. This will move the requisition to the next stage of the workflow.

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Authoriser - rejection

Reject Requisition Click on the box. This will prompt you for a comment to be entered.

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Authoriser - rejection

Reject a Requisition Complete comment field with your reason for rejecting the requisition, then click Reject. This will return the requisition to the originator.

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Authoriser – return to system

Wrongly distributed Click on the box. This will prompt you for a comment to be entered.

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Authoriser – return to system

Wrongly Distributed Complete comment field with your reason for redistributing the requisition, then click Wrongly Distributed. This will return the requisition to the system.

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Authoriser role

Action completed A message highlighted green shows that the authoriser’s action has been successfully processed.

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Purchase Order

Supplier address

Delivery address

For the attention of

Description (1st item)

Product text

Additional comments

Order number generated when fully approved

Supplier ID

Requested by

Unit (quantity)

Unit Price

Net amount (Unit x Unit price)

Total of order excluding VAT

Description (2nd item)

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• Navigating to goods receipting

• Receipting items

• GRN receipt confirmed

Goods Receipting - GRN

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Goods receipting Select Goods receipt from the Purchase orders menu, and enter the PO number.

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Goods receipting The PO details will display. Enter amount received (value, if ordered unit S, or quantity if ordered unit G), click Goods received then Save.

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GRN receipt A receipt number will be displayed.

Change Password

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Change password Click on Options - change password. Enter old and new password and click Save.

Log off

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Log off Click here.

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The End

For more information on suppliers and the order process

please contact [email protected]

For issues with the system such as access to Agresso

please contact [email protected]

Thank you for using this online guidance



