Agresso Web Requisitioning version - Route 66 June Guide for requisitioners & authorisers

Transcription

1 Agresso Web Requisitioning version - Route 66 June 2012 Guide for requisitioners & authorisers 1

2 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 2

3 Contents Policy and Procedures New Supplier Form Tenders and Thresholds Requisitioning Requisitioning - tools Authorising Sample Purchase Order Goods Receipting - GRN Changing password Log off 3

4 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 4

5 New Supplier Request Form 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 sandservices/proc-newsupplierform.aspx 5

6 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, ,442 local tender 156,442 EU tender (fixed timescales, may take several months) 6

7 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 7

8 Requisitioning Navigate to Requisitioning Requisition Entry Requisition details Submitting requisition 8

9 Entering P2P Login Use login details provided by Finance 9

10 Requisitioning Getting to the Requisition input screen Select Procurement 10

11 Requisitioning Getting to the Requisition Click on Requisitioning and then select P2P requisitioning 11

12 Requisition Entry Message to approver Supplier ID Send PO Y/N Radioactive Y/N Delivery address For the attention of: Additional comments 12

13 Requisitioning Requisition entry 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. 13

14 Requisitioning Requisition entry 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. 14

15 Requisitioning Requisition entry 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 15

16 Requisitioning Requisition entry 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. 16

17 Requisitioning Requisition entry 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 17

18 Requisitioning Requisition entry Delivery contact Select the address you wish to have the goods delivered to from the drop down menu 18

19 Requisitioning Requisition entry Delivery Address By selecting from the drop down menu it will automatically update the delivery address 19

20 Requisitioning Requisition entry 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. 20

21 Requisitioning Requisition entry 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. 21

22 Requisitioning Requisition details Requisition details Click on Requisition details tab 22

23 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 23

24 Requisitioning Requisition details Click below header line to open new detail row 24

25 Requisitioning Requisition details Product code If this is not known then click on the box on the right to search 25

26 Requisitioning Requisition details 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. 26

27 Requisitioning Requisition details Description This will default with a general heading as per product code selected, once checked delete text and enter detailed product description. 27

28 Requisitioning Requisition details 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. 28

29 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 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 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. 29

30 Requisitioning Requisition details Responsible This should be set to the same setting as Send PO. 30

31 Requisitioning Requisition details 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 31

32 Requisitioning Requisition details 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 procurement@reading.ac.uk advising the Supplier ID and correct currency) 32

33 Requisitioning Requisition details 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. 33

34 Requisitioning Requisition details Amount This will be calculated and populated automatically based on the information in Quantity and Price fields. 34

35 Requisitioning Requisition details Close editing mode Click to complete the entries on this line (Double-click anywhere on the line to re-open editing if needed) 35

36 Requisitioning Requisition details 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. 36

37 Requisitioning Requisition details 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. 37

38 Requisitioning Requisition details 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. 38

39 Requisitioning Requisition details Cost Centre The relevant department s cost centre will automatically appear here once the project code is entered. The cost centre cannot be changed. 39

40 Requisitioning Requisition details Project Enter the project code you wish to charge. To find a code, perform a search by clicking on the box on the right. 40

41 Requisitioning Requisition details Additional fields Additional fields may appear here, such as WREN, RESNO, or PAYCOST, dependent on the account code used. Enter relevant reference. 41

42 Requisitioning Requisition details Route The relevant department s cost centre will automatically appear here once the project code is entered. This cannot be changed. 42

43 Requisitioning Requisition details Company (Co) The relevant company code as used at log-in. This field cannot be changed. 43

44 Requisitioning Requisition details I/e This field will automatically default to E for External Order. It must not be changed. 44

45 Requisitioning Requisition details 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) 45

46 Requisitioning Requisition details Tax system This refers to the VAT system, it will be completed automatically and cannot be changed. 46

47 Requisitioning Requisition details 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. 47

48 Requisitioning Requisition details 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. 48

49 Requisitioning Requisition details Close editing mode Click on the box to confirm the details of the line (Doubleclick anywhere along the line to re-open if amendment needed) 49

50 Requisitioning Requisition details Add To add further items to the requisition click on Add to get a new line. Then repeat steps from slide 23 50

51 Requisitioning Requisition details Delete To remove an unwanted requisition line, tick the box to the left to select the line, and click Delete. 51

52 Requisitioning Requisition details Copy To copy a line tick the box to the left to select the line, and click Copy. 52

53 Requisitioning Requisition details 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. 53

54 Requisitioning Requisition details Delete To delete a GL analysis line select the line (tick box on left) then click Delete. This will delete that accounting row. 54

55 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 ed to the supplier (as long as send PO was selected) and a copy ed to the requisitioner. 55

56 Requisitioning Submitting Submitted requisition Your requisition has now been saved to the system for processing. A requisition number has been allocated 56

57 Requisitioning - tools Save Clear Open Attach documents Copy requisition Save as a template Start from a template 57

58 Requisitioning - tools 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. 58

59 Requisitioning - tools Clear This clears all information from the Requisition 59

60 Requisitioning - tools Open Use this to open a previous requisition. A lookup window will open for you to search for the requisition number 60

61 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. 61

62 Tools attach documents Attach documents Select Requisition supporting documents then Add existing document. New document window opens 62

63 Tools attach documents Attach documents Browse PC for documents to attach, double-click selection which will then be listed, click OK 63

64 Tools attach documents Attach documents Selection will appear under file field, close window to return to main requisition screen. Attachments can be viewed by reopening Documents function 64

65 Tools - copy a requisition Copy requisition Click on this to copy an open requisition. (Use the Open tool to recall it when required) 65

66 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. 66

67 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. 67

68 Tools - Start from template Start from template Enter name of template then click on Search. Double click on template you want to use. 68

69 Authoriser role Entering the approval area Opening the requisition Approving the requisition Rejecting the requisition Requisition wrongly distributed Process completed 69

70 Authoriser role Login Use login details provided by Finance. 70

71 Authoriser role Navigate to tasks Click on My tasks, then open Workflow tasks menu for a list of requisitions awaiting authoriser review. Doubleclick on any one to see full details and a summary menu 71

72 Authoriser role View a Requisition Click on any requisition in the summary menu to view details. 72

73 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. 73

74 Authoriser - rejection Reject Requisition Click on the box. This will prompt you for a comment to be entered. 74

75 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. 75

76 Authoriser return to system Wrongly distributed Click on the box. This will prompt you for a comment to be entered. 76

77 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. 77

78 Authoriser role Action completed A message highlighted green shows that the authoriser s action has been successfully processed. 78

79 Purchase Order Supplier address Delivery address For the attention of Description (1st item) Product text Description (2nd item) 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 79

80 Goods Receipting - GRN Navigating to goods receipting Receipting items GRN receipt confirmed 80

81 Goods Receipting - GRN Goods receipting Select Goods receipt from the Purchase orders menu, and enter the PO number. 81

82 Goods Receipting - GRN 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. 82

83 Goods Receipting - GRN GRN receipt A receipt number will be displayed. 83

84 Change Password Change password Click on Options - change password. Enter old and new password and click Save. 84

85 Log off Log off Click here. 85

86 The End Thank you for using this online guidance For more information on suppliers and the order process please contact For issues with the system such as access to Agresso please contact 86