Agresso 5.5 Purchase Requisitioning and Task Management on the Web. User Guide

Transcription

1 Agresso 5.5 Purchase Requisitioning and Task Management on the Web User Guide Version : Date : Author: March 2010 Linda Downes Downesl@hope.ac.uk

2 Contents Table of Contents 1. HOW TO ENTER A REQUISITION GL Analysis Adding text to an order To Add Further Lines To The Requisition : Copy Row To Add Further Lines To The Requisition : Add Line To Delete a Line To Make Changes To A Line Copying Workflow Log Information to all Lines To copy a requisition REQUISITION APPROVAL Workflow Log ORDERS AND REQUISITIONS MIGRATED FROM 5.4 TO TASK LIST Types of Tasks Rejected Requisition Budget Holder Approval: Exceeding Order Tolerance and Additional Amounts Requisitioner to Resolve Task Create Requisition for Invoice :TransNo Add OrderNo to Invoice Notify Requisitioner to Create ve Goods Receipt GOODS RECEIPTING Goods Not Received: Rest Cancelled Goods Return/Credits Goods Returns for Part Quantities WORKFLOW ENQUIRY PRINTING A COPY OF A PURCHASE ORDER REQUESTING A NEW SUPPLIER Checking if a Supplier Already Exists MANAGING TASKS Update Task List Home page: Shortcuts SUBSTITUTES

3 1. How to Enter a Requisition Menu Route: Procurement» Requisitioning» Requisitions Entry On entering this screen, Agresso will populate most of the header information. All you need to enter is: 1 Field Ext Ref 3 Cost Centre 4 Project Description This is optional but can be used for your own reference number. This 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) 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. 3

4 Requisition Line Details Field 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 ordered 8 Currency This is the default currency for the supplier, but it can be changed if necessary. 9 Price The item price Name and address for the sundry supplier entered here. Any bank details will be taken from the supplier s invoice by Finance 4

5 1.1. GL Analysis GL Analysis is automatically generated but may be changed 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 Adding text to an order Anything 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. 5

6 Click here to open the workflow log and then enter text. This is internal text and will not print on order 1.3. Product text will print on order To Add Further Lines To The Requisition : Copy Row The 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 To Add Further Lines To The Requisition : Add Line Add gives you a completely blank line on which to enter the new details (Product, Description, Quantity, Currency and Price), as above To Delete a Line You 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 To Make Changes To A Line Click 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 Copying Workflow Log Information to all Lines You 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 6

7 1.8. To copy a requisition This will allow you to recall a past requisition, make a copy of it and change the copy as necessary before saving it to generate a new requisition number. Click on open on the toolbar at the top of the screen. Enter the requisition number for the requisition to be copied and press tab, or click elsewhere on the screen so the message an existing item has been loaded is displayed. Click on the Copy requisition icon on the Tools menu at the side of the screen or maximise the Tools pane (by clicking on >>) select Copy Requisition. The requisition will be copied and can be modified as necessary. When you click on Save 1 Recall a previous requisition by clicking on Open, a new requisiton number will be created. 2 Enter the requisition number for the requisition to be copied or use Search to find the requisition 3 Copy Requisition button to copy the displayed requisition. 7

8 2. Requisition Approval When a requisition needs approval, a task will be sent to your task list with a description of Budget Approval OrderNo xxxxx. You may also be sent an telling you that an item is awaiting approval - s are optional, based on user. Click on the task to access the Requisition Approval screen. The requisition will be displayed. NB: The tasks in the task list can be ordered in various ways. Please see section 9 for more information. Click on each line in turn (so it is displayed in darker blue) then click on either the Approve or Reject button in the middle of the screen. As each line is hi-lighted, the account, cost centre and project details are displayed in the GL analysis section. You can change these details before clicking on Approve although this could result in the requisition line being sent to another budget holder for further approval if you are not the budget holder for the cost centre or project it has been changed to. Note: If the requisition has been entered in a currency other than GBP, the currency and currency amount appears in the Requisition Details section. The amount on the GL Analysis line is the amount in GBP at the current rate of exchange. This may not necessarily be the amount that your cost centre/project is debited by if the rate of exchange changes. Click on Save at the bottom of the screen when done. (You may need to scroll down the screen to see the Save button). These buttons have been disabled Use the buttons to approve or reject the active line (the line in darkest blue) 8

9 Click the map button to show the workflow for this requisition line such as any other budget holders the requisition has been sent to The line in the darkest blue is the active line Comments may be added here. They must be added if the requisition is rejected. Workflow Log This is used to show any comments associated to the requisition line, either those entered by the requisitioner (as internal text) or those created automatically by Agresso. Comments may be added if required by the budget holder on approving a requisition but they must be added when you reject a line giving a reason for the rejection. 9

10 3. Orders and Requisitions Migrated from 5.4 to 5.5 Any requisitions entered in 5.4 but not approved at the time of the migration, will not be in the 5.5 Workflow so initially, will not be available to the budget holder to approve. To activate these requisitions: Go into Procurement Requisitioning- Requisitions Standard Click on Open Click on the search button to the right of requisition number Click on Search (you do not need to enter any search criteria) All unapproved requisitions will be displayed. Click on one to bring the details back into the Requisition Entry screen Click on Save. This will send the requisition into the Workflow and will trigger an to the Budget Holder as a reminder for them to approve or reject the requisition. Repeat for all unapproved requisitions 4. Task List Any tasks sent to you will appear in your task list on the home page. The task list can be arranged as a straight list of items, or they can be organised into folders. See section 9 for more details of this. When you click on a task, you will be taken into the correct screen for that task Types of Tasks The types of tasks which will appear on the list depend on whether you are working as a requisitioner or a budget holder. Please see the table on the next page for a list of tasks and the actions required for them. 10

11 Task Description Action Required Who Manual Section Rejected requisition OrderNo:xxxxx The Budget holder has rejected one or more lines on the requisition Requisitione r 4.2 Budget Approval OrderNo:xxxxx Budget Holder has a requisition(s) to approve/reject Budget Holder 2 Missing GRN order No xxxxxx Reg No 29xxxxxx Finance have received an invoice but the order it relates to has not been goods received. Requisitione r 5 Budget Holder Approval Exceeds Tolerance TransNo: 29xxxxxx OrderNo: 8xxxxx Finance have received an invoice but it exceeds the purchase order it relates to by more than 17.5% Budget Holder 4.3 Budget Holder Approval Additional Lines TransNo:29xxxxxx OrderNo:8xxxxx Requisitioner to Resolve TransNo: 29xxxxxxx OrderNo: 8xxxxx Finance have received an invoice which contains items not included and approved on the purchase order. Budget Holder 4.3 Requisitione r 4.4 Create Requisition for Invoice TransNo: 29xxxxxxx OrderNo: Finance have received an invoice for which there is no purchase order Either change line(s) and resubmit or reject to abort those lines. A purchase order will not be generated until all lines have been rejected by the requisitioner or approved by the budget holder. Approve or reject lines as appropriate. Rejected lines return to requisitioner (Rejected Requisition task). Click on task and goods receive order if items/services have been received and you are happy to pay invoice. If items have not been received, leave task until they are received. See section 5 for further details on Goods Receipting. Click on task and approve additional amount if you agree to pay it or reject to send a Requisitioner to Resolve task to the requisitioner. See section 4.4 Click on task and approve additional amount if you agree to pay it or reject the additional amount to send a Requisitioner to Resolve task to the requisitioner. See section 4.4 Resolve dispute with supplier either by agreeing to pay the revised amount, or by the supplier agreeing to send a credit note. Agreeing to the revised amount will send the Budget Holder Approval Exceeds Tolerance task back to the budget holder Create a requisition for the invoice. Once this has been done and the order approved, complete the task to generate the next task (below) Requisitione r 4.5 The budget holder does not agree to the additional amount being charged on an invoice (either from the Exceeds Tolerance task or the Additional Lines task)

12 Add OrderNo to Invoice/Crn TransNo 29xxxxxx OrderNo: Notify Requisitioner to create ve goods receipt. Rejected 50K purchase This is the second part of the Create Requisition or Notify requisitioner to create ve goods receipts tasks, to enable you to inform Finance of the Order Number which they are to use against the invoice or credit note. Finance have registered a credit note with no order number. Ian Vandewalle/Sue Beecroft have rejected the requisition. Go into the task and add the order number to the workflow log. Requisitione r 4.6 Do a negative goods receipt on the appropriate order then complete task. This will generate an Add OrderNo to Invoice/Crn task Either reject the lines to finish the process or make changes and resubmit for approval Requisitione r 4.7 Budget Holder 12

13 4.2. Rejected Requisition When a budget holder rejects a requisition, it will send a Rejected Requisition task back to the requisitioner. This allows the requisitioner to make any changes required and then re-submit the requisition, sending it back into the workflow, or to reject the requisition, removing it from the workflow and removing the task. Click on the task to go into the Requisition Approval Screen. All rejected line(s) for the requisition will be displayed. Click on each line in turn, making any changes as necessary and then click on Resubmit to resubmit the lines back into the workflow for budget holder approval. Alternatively, click on reject to remove this requisition line from the workflow. NB: Even if the requisition is no longer required, you need to reject it in order to remove the task from your task list. If a requisition has multiple lines and several have been approved but some rejected, the purchase order will not be generated until all lines have been actioned, either by being rejected by the requisitioner or approved by the budget holder Budget Holder Approval: Exceeding Order Tolerance and Additional Amounts There are several tasks which will take you into the Purchase Invoice Approval screen to approve additional amounts/items on an order: If Purchase Ledger enter an invoice on to Agresso, and it exceeds the purchase order it relates to by more than 17.5% If there are additional items on the invoice which were not on the Purchase Order The Requisitioner has resolved a previous rejection from either of the above two instances and now the additional amount is to be reapproved. When you click on the task, it will take you into the approval screen: Click on task to go into approval screen Details from the invoice are displayed here

14 This is the amount which was originally approved This section shows the invoiced amount (in this case 293) and the amount which needs to be approved ( 250) If you agree to the revised amount, click on approve, and save. If there are several lines to approve, you will need to click on each in turn (so it is shaded darker blue) and approve or click in the box to the left hand side of the line and then click approve for all the marked lines. If you no dot agree to the revised amount, you can reject the order. Click on each line in turn so it is shaded darker blue then click on reject and add a comment in the workflow log to explain the rejection. Click on Save. This will send the task back to the requisitioner to resolve the discrepancy. NB: Although you can reject several lines at once by clicking in the box to the left hand side of each line, and then clicking on Reject, you do need to add a comment in the workflow log for each line. The line highlighted in blue is the current active line for which you are entering a comment. You can use copy to copy whatever is on the current workflow line to all the other lines. 14

15 4.4. Requisitioner to Resolve Task If a budget holder does not agree to additional charges on an invoice and they reject the Exceeds Tolerance task, a Requisitioner to Resolve task will come to the Requisitioner so that they disagreement can be resolved. This can be in one of 2 ways: You have agreed with the supplier that the invoiced amount is actually correct and should be paid. Click on the Additional Amount Agreed button to re-send a task back to the budget holder to approve. Additional notes can be added to the workflow log so the budget holder knows why they are being asked to approve the amount again You have agreed with the supplier that they will send a credit note as the additional amount is incorrect. Click on the Credit Note Agreed button to send a task to Purchase Ledger advising them that a credit note will be sent. On receiving the credit note, they will post the invoice (so your cost centre/project is debited by the full amount) and then post the credit note so you are credited back by the amount of the credit note. Click on save when done Click here if the resolution to the dispute is to pay the amount invoiced. This will send a task back to the budget holder to reapprove Click here if the supplier has agreed to send a credit note 15

16 4.5. Create Requisition for Invoice :TransNo This task will be sent to a requisitioner when Finance have tried to process an invoice for which there is no order number. They will register the invoice against a dummy order (number ) so that the invoice details can be seen as part of the task. This is infact the start of a series of tasks: The Create Requisition task to inform you to create a requisition Creating the requisition for the invoice Use the Order Created button on the Create Requisition task when the order has been approved and goods received An Add Order Number to Invoice task to inform Finance of the order Number To begin the process, click on the Create Requisition for Invoice TransNo Task to go into the Purchase Invoice Approval screen: You can click on the supplier name to see the supplier code. The To be Approved amount is the amount that the requisition should be raised for. Details of what the invoice is for appear at the bottom of the screen The details of the invoice will be displayed in the Purchase Invoice Information section of the screen: Supplier name, invoice number, invoice 16

17 date, due date, invoice amount (including VAT), total to be approved and VAT amount. The details on the Order lines section and the Purchase Invoice Details mostly relate to the dummy order, rather than the invoice so are not relevant here. The description at the very bottom of the screen shows the details entered by Purchase Ledger when the invoice was registered. You now have 3 options: 1. To go into the requisition screen to create a purchase requisition for the invoice. Do not click on the Order Created button at this time. 2. You do have an order number already, it just wasn t printed on the invoice. Click on Order Created to generate the next task (see below). Remember to Goods Receipt the order if necessary. 3. You do not accept this invoice; it is not for your cost centre or project. Click on Not My Invoice to send a task back to Purchase Ledger. You will need to add an explanation in the Workflow log as to why you do not believe this is for you so Purchase Ledger can re-direct the task correctly. Finance will not send out copy invoices as a matter of course (except for taxi invoices), unless agreed first, although you can request a copy in exceptional cases. If you follow step one above, once your requisition has been approved and you have an order number, you need to: Goods Receipt the order Go back into the Create Requisition task Click on Order Created to clear this task from your task list Add OrderNo to Invoice Approving the Create Requisition task will generate a new task Add OrderNo to Invoice TransNo 29xxxxxx which is the task that actually informs Finance of the order number. Click on the Add OrderNo to Invoice Task : 17

18 Enter the order number here for this invoice. In the workflow log, delete enter a comment and type the order number in its place. Click on Task Complete when done and Save. This will then be sent to Purchase Ledger so they can match the order number against the invoice and post Notify Requisitioner to Create ve Goods Receipt This task will be generated if Finance receive a credit with no order number. The original order needs to have a negative goods receipt to show that items were returned to the supplier, see section 5.2. Once this has been done, complete the Notify Requisitioner to Create ve Goods Receipt task and then move to the Add Order Number to Invoice/Credit task and add the order number to the workflow log, see section

19 5. Goods Receipting Menu Route Procurement» Purchase Orders» Goods Receipt Use the Goods Receipt screen to indicate to Finance that the goods/services on the order have been received and the invoice can be paid. An invoice cannot be paid if the order has not been Goods Received. You should GR an order as soon as the items have been received, not wait until you receive an invoice. If Finance receive an invoice for an order that has not been goods received, you will receive a task to Goods Receive the order. The task will say Missing GRN Order No xxxxxx Regno 29xxxxxx. (The Regno is the registered number under which Finance have recorded the invoice). When you click on the task, it will take you into the Goods Receipt screen. To goods receive an order, where you have not been sent a task, enter the order number. Click here to select all lines Alternatively, select the individual lines which have been received and then click on the Goods Received button. If some or all lines on the order have been received in full, tick in the box to the left of each line and click on Goods Received the Quantity Received to the Order Quantity.. This will set If the full quantity on a line has not been received, enter a quantity in the Quantity Received box on each line. For orders with multiple lines where the quantity has been fully received, click in the tick box at the start of each line and click on Goods Received, or click in the box to the left of order line - this will select all lines and then click on Goods Received. 19

20 5.1. Goods Not Received: Rest Cancelled The Rest Cancelled button on the Goods Receipt screen allows you to indicate that you any remaining quantities on the order line are not going to be received and therefore the order should be closed once it has been matched to an invoice for the quantities which have been received. There are likely to be 2 instances when you will use this feature: If you have received some of the goods on an order but know that the remaining items will not be delivered and we will not receive an invoice for them. For example, if you ordered 10 chairs and the supplier could only supply 6 in total, with the remaining 4 cancelled, you should goods receipt a quantity of 6 and then click on rest cancelled. This will reduce the quantity on the order and then close it when the 6 delivered items have been matched to an invoice. If you return items on an order and the supplier is going to issue a credit note for them and not replace them so the received items complete the order Goods Return/Credits If you have received goods on an order but then had to return some or all of them and have agreed a credit note with the supplier, you need to goods receive the full quantity of the items received and then un- receipt those which were returned by entering a negative quantity. For example, if you ordered 10 of an item and 2 had to be returned, the supplier will probably invoice for 10 but then issue a credit note for the 2 returned items, so you need to goods receipt the full 10 and then enter a goods receipt for -2 (the quantity returned). However, if the supplier is not going to replace the 2 returned items, and subsequently invoice for them, you need to tick on rest cancelled at the time you goods receipt the minus quantity to indicate that the 2 items are not an outstanding commitment. You do not need to create a new purchase order for the credit note, a minus goods receipt will allow a credit note received by Finance to be matched to the original order. It does not matter when you un-receipt the order. It could be several days or weeks after your initial goods receipt that you realise that some of the items need to be returned. 20

21 5.3. Goods Returns for Part Quantities Where an order was created with a quantity of 1 but is actually for many items, some of which are to be returned you will need to do a negative goods receipt for the value of the items being returned. For example, an order for with a quantity of 1 where items to the value of are to be returned. This would need a goods receipt of 1 for the full quantity received and then a goods receipt for (28.47/156.88). If those returned items were not to be replaced, you would also need to do a rest cancelled to close the order and indicate that there should not be an outstanding commitment of

22 6. Workflow Enquiry Menu Route: Procurement» Requisitioning» Workflow Enquiry requisitions This enquiry can be used to track all your requisitions, showing those which are awaiting approval, which budget holders they are with and also those requisitions which have already been approved. Enter the requisition number(s) at the Requisition range prompts. If you wish to view one specific requisition, you only need to enter the number in the first prompt. If you are not sure of the requisition number you can leave this blank to view all your requisitions. You can also select a workflow status to view, for example, all rejected requisitions. Do not enter anything here to view all your requisitions. Optionally, additional search criteria may be entered in the line below the search but this will only display requisition lines which match the criteria exactly: Ap/Ar id this is the supplier code Purchase order the PO number if the requisition has already been approved Product Curr amount the amount of the requisition line Account, cost centre, project. When all information has been entered, click on Search to display the results. 22

23 Clicking on the workflow status for any item will show you the workflow route. A yellow step on the workflow indicates where the item currently is. A green step is a step which has been approved or passed and a red step is where a rejection has occurred. If you use the mouse to hover over any approval/rejection steps a box will be displayed showing you the date and time the line was approved/rejected and any workflow comments that were made. 23

24 7. Printing a Copy of a Purchase Order Menu Route: Information s» Report Ordering» Copy Invoices & Reports» Copy Purchase Order On entering the screen, select Web Copy Purchase Invoice from the drop down list. 1 Enter an order number range for the order(s) you want to print. 2 Click on Save when done 3 Click on My Ordered Reports to view the report In the Open Parameters section of the screen, you need to enter: An order number or numbers in the Order number from and Order number to prompts Click on Save when done. You do not need to enter anything in the General Parameters or Fixed Parameters. Click on the My Ordered Reports button screen to view the report: at the top of the 24

25 This screen shows you all the reports you have run. If there is no file name, the report is still in the process of being created. Click on Refresh to refresh the screen until a file name appears and the status, if shown, is finished. If there is no file name, the report has not produced any results and will not show you anything. Click on the report you want to view. A window will open showing the copy order. This can be printed if required. You can add the Copy Purchase order report to your home screen when you first log on to Agresso by clicking on the Add to Shortcuts at the top of the screen. button 25

26 8. Requesting a New Supplier Menu Route: Procurement» Supplier Information» Supplier Details of new suppliers can be entered on the web. Although you will be given a supplier number when you save the record, the supplier will not be active. A message will automatically be sent to Finance for approval of the supplier. Once approved, you will receive an back, confirming that the supplier is now active. The details to be entered are: Field Description Supplier Name Short name 10 characters which can be used to find the supplier in searches. Usually the supplier name or a relevant part of it Text Enter the reason this supplier is needed. Click in the Contact Information tab and then on the Add button. Add the address details for the supplier (street address, postcode, town/city, county). You can also add contact details (name, phone number and ) if you have them but these details are not mandatory. Click on save when done. 26

27 NB: Bank details are not required at this time. If the supplier can be paid by BACS transfer, the bank details will be taken from the invoice by Finance and added to the supplier record. Currency Click on the Invoice tab to change the currency if the supplier is to use any currency other than GBP Checking if a Supplier Already Exists Before setting up a new supplier, you can check if the one you need exists already by clicking on open, then click on the search button to the right of the Supplier name and then entering part of the name, address or post code for the supplier you are looking for. If the telephone number is held, you can also search on that, although this is not held for all suppliers. Any suppliers matching your criteria will be displayed. Click on one to view the full details. 27

28 9. Managing Tasks As tasks are sent to you, they will be listed in the left hand side of the home page, under Tasks. You can choose how these are displayed: As a straight list with the newest tasks of each type list at the bottom of that type In folders organised by type A list of tasks: Tasks organised in folders: To organise the tasks into folders, click on the Show Options button, then select how you want the tasks to be organised. If you use Expand All you will see all the individual tasks in their folders: 28

29 9.1. Update Task List Click on this button to refresh the task list and see the latest tasks sent to you and to remove any which you have now completed Home page: Shortcuts You can customise your home page by adding shortcuts to your most frequently used options. In any option, click on the Add to Shortcuts button at the top of the screen and this will place a link to that option from the home screen. 10. Substitutes Menu Route: Options» Substitute Set Up Self Service For periods of absence or holiday, a substitute budget holder can be set up. This is particularly useful where ordinarily there is only one budget holder so if they are away, no approvals can be done. The budget holder can maintain the dates for which the substitute is to replace them and any requisitions, sales orders or GL transfers raised in this time will be sent to the substitute. In order for this to be set up initially, Finance must have a completed Access Form signed by both the existing budget holder and the substitute. When the budget holder goes into the substitute screen, the substitute will be shown: Set the dates for which the is to be Set the dates forsubstitution which this is active to behere. active in the Active From and Active To dates. 29