AGRESSO Business World User Guide - Web Requisitioning

AGRESSO Business World User Guide - Web Requisitioning
AGRESSO Business World
User Guide - Web Requisitioning
AGRESSO Business World User Guides
Overview…………………………………………………………………………….3
Creating a Requisition……………………………………………………………….4
Creating a Requisition using a Sundry Account .…...……………………………….8
Creating a ‘Blanket (call-off) Order’……………………………………………………….9
Creating a ‘Standing Order’…………………………………………………………………9
Creating /Amending a Parked Requisition…………………………………………10
Checking the Status of a Requisition……………………………………………….10
Authorisation of Requisitions ……………………………………………………...12
Distribution of Purchase Orders…………………………………............................15
Access to Copy Purchase Order…..……………………………………..………....16
Identifying Purchase Order Number of an Authorised Requisition………………..17
Goods Receipting…………………………………………………………………..18
Manual Termination of Purchase Orders…………………………………………..21
Web Reporting……………………………………………………………………..22
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Overview
This document is designed to lead you through the web requisitioning process
including authorisation of requisitions, receipting of deliveries and reporting.
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Creating a Requisition
Log on to Agresso Business World
Select Procurement
then ‘Requisitioning’ folder
then ‘Requisitions - standard’
This page lets you register new purchase requisitions
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Note: The Requisition Entry screen can be maximized by clicking
at top left of screen.
1. To create a requisition, first complete the requisition header fields (under
‘Requisition’): Delivery Date, Status (default ‘active’ should not be changed),
External ref, Supplier ID, Fixed Supplier, Delivery address, Cost Centre and
Project Code. To search for an item in a field, click on
‘field help dialogue’
icon. ‘Requisitioner’ and ‘Period’ fields contain default information. Select the
appropriate Deliver address from the drop-down list.
Note:
‘Fixed supplier’ should be selected if requisition being created is for only one
supplier, chosen Supplier ID will then default to each subsequent requisition line.
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2. To add a product to the requisition, go to ‘Requisition details’. Click on line 1
and the cursor will appear in the Product field. To select a product, click
‘field
help dialogue’, enter basic criteria and click on search. The product code will
always be in the form of the appropriate account code with the suffix ‘.01’ e.g.
3070.01 for travel. Alternatively, directly input product code if known.
3. Having entered the product code in the Product field, tab to the Description
field and amend the default description to reflect the goods or service what you
want to purchase. Full details can be entered in the ‘Product text’ field; this field
should be used to add any detail necessary to supplement the description used
the Product description above.
4. Tabbing out of the Product field retrieves the default information for ‘Unit’. A
Default unit will appear. Accept by tabbing to next field or use drop-down list to
select alternative.
5. To select a supplier, tab to supplier field. The supplier selected in the
requisition header will default. To select a different supplier, click
‘field help
dialogue’, enter basic criteria and click on search. Click on the Supplier required.
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This will populate the Supplier field. Alternatively, directly input Supplier ID if
known.
6. At Responsible field, your name must be selected from the drop down menu.
7. Delivery date will default to the value in the header field. Amend as necessary.
8. In the Qty (Quantity) field enter the quantity being ordered and tab to next field.
9. In the Price field enter the cost price (excluding VAT) and tab to the next field.
10. At ‘GL Analysis’, Account, Cost Centre and Project codes will default from the
information input at the Requisition header. If an alternative Cost Centre or
Project is required, click
field help dialogue or input GL information if known.
Subproj (sub-project code) should be selected in the same way.
Note: the Resource Number field will appear against Account 4180. The
Requisitioner’s Resource Number will default; this must either be deleted or
overtyped as appropriate.
11. To add additional product lines click ‘Add’ and repeat processes 2-10 above.
12. To delete a line, tick the box on the extreme left of line, and click ‘delete’
13. To view detail on previous lines click on the particular line.
14. Save your requisition entries with (default) ‘Active’ status by clicking save
icon. Requisition will then be sent for approval.
15. Once a requisition has been saved it will be allocated a requisition number.
If you are saving the document as a Parked Requisition (see below), you should
note the requisition number that has been allocated.
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Creating a Requisition using a Sundry Account
1. If you are raising a requisition for a supplier that does not already have a
supplier account set up, supplier ID ‘7’ (Sundry BACS Payments) can be
used. This can only be used if the supplier will be used only once and the
value is below £3000. If this is not the case a New Supplier Account must be
set up.
2. Enter ‘7’ in the Supplier ID field, this will bring up sundry cust./suppliers.
3. In the name field enter the full supplier name in upper case.
4. In the bank account field enter the 8 digit bank account number, with no
spaces or punctuation.
5. In the clearing code field enter the 6 digit sort code, with no spaces or
punctuation.
6. In the address field enter the full postal address, including postcode, that the
remittance should be sent to. Upper case must be used for all text.
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7. If applicable, enter the vat reg. no.
8. In all other respects the process is exactly the same as for a requisition raised
to a supplier account.
Creating a ‘Blanket (call-off) Order
1. A single line requisition should be created showing a maximum quantity OR
value of goods or services (e.g. 100 units or £100) which it is expected will be
purchased over a specific period of time (e.g. 6 months).
‘Quantity’ and ‘price’ should be swapped as appropriate e.g. a blanket order for
£100 could be raised as 100 units of £1 or £100.
Note: a ‘blanket (call-off) order’ should not be raised for more than one financial
year. Creating a ‘Standing Order’
1. Create a single requisition line for each and every regular and fixed quantity of
goods or services to be ordered (e.g. per month or per quarter).
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Note: a ‘standing order’ should not be raised for more than one financial year.
Creating a Parked Requisition
1. Open Requisition Entry screen. At ‘Status’ field on Requisition Entry screen,
change from status or requisition from ‘Active’ to ‘Parked’ by selecting ‘Parked’
from drop-down menu.
2. Complete and save requisition.
Amending a Parked Requisition
1. To recall a Parked requisition (or a requisition that has not yet been
authorised), open the Requisition Entry screen, click
and enter the
requisition number for the requisition you wish to update.
2. Tab through to the next field. The requisition will automatically be displayed.
3. You may now update the registered requisition. All lines and fields may be
changed, lines may be removed and additional lines added as required. To apply
changes to the first original line, click
twice. To remove a line from the
requisition, select the ‘Delete’ command. To add a requisition line, select ‘new’. If
no further changes are to be made to your requisition change status to ‘Active’
and save. Requisition will then be sent for approval.
Checking the status of a Requisition
The status of a requisition can be checked at any stage of the requisitioning
process.
Select Procurement
Then ‘Requisitioning’ folder
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Select ‘Workflow Enquiry - requisitions’
This report allows requisitions to be searched by ‘status’. ‘Status’ lets you search
against any of the various stages a requisition passes through e.g. workflow in
progress, finished etc.
Under ‘Parameters’ Select status from drop-down menu
In ‘Task owner like’ field add your own user id
Under ‘Results’ click search
Data can be sorted by populating particular field below each header (e.g. task
owner, product etc.), then clicking search.
Alternatively
Select ‘Workflow User Log - requisitions’
Under ‘Results’ click search
Data can be sorted by populating particular field below each header (e.g. task
owner, product etc.), then clicking search.
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Authorisation of Requisitions
Authorisers who are logged onto Agresso Business World will receive a ‘task
alert’ notification of requisitions awaiting authorisation.
Select My Tasks
then ‘Workflow Tasks’ folder
1. Under the Workflow Tasks folder there will be listed requisitions that are
awaiting approval. Clicking on any requisition approval order number will take
you to the Requisition approval screen.
2. To review a requisition, click on the line detail to drill down. Any field not
greyed out can be amended with the changes being saved when the document is
authorised.
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3. Requisitions can be approved in one of two ways. Choice of approval method
will depend upon the quantity and complexity of the requisition lines:
Method 1 - Process one item at a time in ‘simple mode’
Click ‘Simple Mode’
To process one selected item only, click the ‘Approve’ or ‘Reject’ button at
the top. Before you process the item, you may do some or all of the
following:
Review the details in the Requisition details section and make necessary
changes.
View workflow log information for each row by clicking on the relevant row.
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Method 2 - Process Requisitions in ‘advanced mode’
Click ‘Advanced mode’
Note: the header buttons are now unavailable, except ‘Simple mode’,
which can be used to switch back to simple mode.
Review the details in the section Requisition details and make appropriate
changes, row by row.
Select the check box of one or more of the relevant item rows, and then
click ‘Approve’ or ‘Reject’ button under the rows.
Note: to remove one or more actions you have set, select the check box of
those items and click ‘Undo’, or click the correct action.
View workflow log information for each row by clicking on the relevant row.
Execute the selected actions by clicking ‘Save’ at the bottom of the page.
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Note: Requisitions can be authorised off campus. Approvers must however
ensure that Agresso is accessed via the ‘Finance - Agresso web’ link on the
University Portal.
Distribution of Purchase Orders
Once approved, requisitions will be processed as Purchase Orders. This is an
automated process which runs hourly, Mon- Fri.
E-enabled Suppliers
If a Purchase Order has been raised against a supplier that is e-enabled, the
Purchase Order document will automatically be sent to the supplier as a PDF
email attachment.
All other Suppliers
If a Purchase Order has been raised against a supplier that is not e-enabled, the
Requisitioner will be sent an email which contains the Purchase Order as a PDF
attachment. The Purchase Order must then be sent to the supplier either by
email, fax or mail.
Note: If an authorised requisition does not convert to a Purchase Order, queries
should be directed to Procurement Services on [email protected]
Access to Copy Purchase Orders
Select ‘Procurement’
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then ‘Supplier Information’
then ‘Supplier’
Select Supplier, tab to Supplier field. Click
‘field help dialogue’, enter
basic criteria and click on search. Click on Supplier required.
Click
‘Documents’ option. Copy purchase orders for selected supplier
will be shown.
Select and save Copy PO documents as required.
Identifying the Purchase Order number of an Authorised
Requisition
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Select Procurement
Then ‘Requisitioning’ folder
Select Own Requisitions
Click ‘Search’
Populate empty Requisition field and click ‘Search’ again
Goods Receipting
Select ‘Procurement’
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Under ‘Purchase orders’ folder
Select ‘Goods receipt’
Enter ‘Goods received entry’ screen
Enter a Purchase Order number and tab through to next field (Message ‘An
existing item has been load’ will appear).
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Under ‘Purchase order’ enter Delivery Note number in ‘External ref’ box if
appropriate.
Enter Delivery date.
Under ‘Purchase order details’ click on line(s) required. Verify that the delivery
details and order quantity agree, otherwise change the amount in the ‘Units to
receive’ field to reflect the actual amount delivered.
Click on ‘Save’
All records will be updated and a Dispatch number will be generated and
displayed. The Dispatch number should be written on the delivery note.
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Receipting of ‘Blanket (call-off) Orders’
Receipting should be done in accordance with the delivery of the goods/services
which have been called off.
Receipting of ‘Standing Orders’
Receipting should be done against each order line in accordance with the
delivery of the goods/services as specified in the standing order.
Unbooking Purchase orders
If goods/services are receipted in error (e.g. 10 is entered instead of 1) a minus
quantity (e.g. - 9) should be entered into the particular goods received entry order
line.
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Manual Termination of Purchase Orders
Note: Prior to a Purchase Order being terminated any open PO lines on the
Purchase Order that represent an (invalid) outstanding commitment (i.e. the 'to
invoice' value is not zero) AND have already been booked in must first be
unbooked by the Requisitioner.
Select ‘Information pages’
then ‘Report Ordering’
then ‘Web Reports’
then ‘Terminate Purchase Order’, select (drop down) variant
Assign PO number ‘Order number’ from’ field, tab out and click on ‘Save’.
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Web Reporting
Select ‘Reports’
Select Reports/Purchasing Reports
Click individual Report, new report window will open
Set parameters as required (under ‘Parameters’)
Click ‘Search’ under ‘Reports’
Report showing data for your cost centre(s) only will be created.
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Note: ‘Copy to Clipboard’ facility can be used to copy report data into Excel
worksheet.
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