User manual | Section 2 - Requisitions

Agresso User Manual – Web Requisitioning
Section 2: Requisitions
The purpose of this section is to explain how to raise a Requisition via the Agresso Web. This Requisition
will then follow an Approval workflow until it then becomes a Purchase Order, or, the Requisition is rejected
and closed.
Once the Requisition has become a Purchase Order, and depending who the supplier is, it will be
automatically emailed/faxed, or printed off and sent to the supplier. The Purchase Order will also record a
commitment against the appropriate Cost Centre and Project until all items on the Purchase Order are
allocated to the corresponding invoice, or, the Purchase Order is manually closed.
Section 2.1: Raising a Requisition
1. To access the Requisitioning screen:
From the Menu Select
Requisitioning
Requisition Entry – Advanced
The following screen will appear:
The red star * indicates required fields that must be used when raising a requisition
2. There are three Tabs on this screen, the first two Tabs will be used to enter the
details of the Requisition
The Punchout Tab is used for E-Procurement Order - See University Agresso website
for more details.
Section 2.1.1: Requisition Entry Tab – Mandatory
The following fields must be populated on this screen (highlighted fields are most relevant):
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1. Requisition Number
This appears once all the Requisition details have been entered and the
Requisition has been saved.
2. Requisitioner
This will automatically populate with the Staff ID and Name of the person
raising the Requisition. This will appear on the Purchase Order as ‘Our
Reference’.
3. Status
This will show the Status of the Requisition:
Active – The requisition is currently being raised or processed.
Closed – The Requisition has been manually closed
Parked – The requisition has been parked – Will not go to be approved
Template – The requisition is used for templates.
Finished – The requisition has been converted to a Purchase Order
4. External Ref
This field is optional and will be appear printed in ‘Your Reference’
field on the Purchase Order. Enter the required information that you
would like to appear on the Purchase Order e.g. quote number,
supplier customer reference/ number/contact, etc…
5. Message
This field is optional and can be used to pass on information
regarding the Requisition. This information will not be printed on the
Purchase Order.
6. Supplier ID
Either, enter in the Supplier ID required or click on
search screen:
to open the
In the Search Criteria enter the name of required Supplier. Then click on
The results will appear below. Click once on the required Supplier, which will then populate the
Supplier ID field and close the search screen.
For a more advanced Supplier search use the
option
Once the Supplier is selected the address for the supplier will see on the screen.
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7. Contact
Click on the drop-down box to choose the address to which the order
is to be sent. If there is only one line, then this will be the default
address for the supplier.
Once a new address is selected the selected address will be seen on
the screen.
8. Project Code
Enter the a project code that costs of the purchase will be allocated
against. This can be split against different projects at a later stage.
9. FacRef
If your requisition is all against one Facref, it can be entered here. If
not the Facref can be entered at a later stage against each line of the
required goods.
NB: This field is only used by specific Schools. If your Schools does
not use them you do not need to fill out this field.
10. Invoice Address
This is the address to which the invoices will be sent. This will
automatically default to the Finance Office. This cannot be amended
11. Delivery Address for Goods Either enter the delivery address code for the address to
which the goods to be sent (e.g. X24-01, Finance Office) or click on
click on
to open search screen:
N.B. The full address will be printed on the purchase order.
In the Search Criteria field enter the required School name e.g Finance Office.
Click on
The results will appear below. Click once on the required School Address, which will then populate
the Delivery Address for Goods field and close the search screen.
For a more advanced Supplier search use the
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12. Customer Ref
If your requisition is all against one Customer Ref, it can be entered
here. If not the Facref can be entered at a later stage against each line
of the required goods.
NB: This field is only used by specific School. If your School does not
use them you do not need to fill out this field. Click on
search screen to find relevant
13. Additional Note
to open
This field is optional and can be used to print extra information on the
Purchase Order. Click on
to open search screen, Click on
to see available options
See an example of how screen could look:
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Section 2.1.2: Requisition Details Tab – Mandatory
Requisition Details
The following fields must be populated on this screen (highlighted fields are most relevant):
Product Code This field can be used in three different ways:
1. Enter the Suppliers Product/Catalogue Code. For some of the suppliers that the
University of Glasgow has a contract with, their product codes for agreed items
are on Agresso E.g. VWR, Adecco, Invitrogen, etc…
2. Enter a Generic Product Code. These are used when there are no Supplier
specific product codes/catalogue codes on Agresso.
See website for more info on generic product codes:
http://www.gla.ac.uk/services/finance/staff/ssd/cfs/appsuppliers.htm
3. To search for Product Codes click on
:
In the Product Search Criteria field enter the name of required product. Click on
The results will appear below. Click once on the required Product, which will then populate the Product
Code field and close the search screen.
4. Description
The description must only be changed when a Generic Product Code is used.
The description can be changed to something more appropriate to match the
goods required. This field only has 255 characters. See adding further text in
step Step 17.
WE RECOMMEND ENTERING BOTH THE SUPPLIER’S CATALOGUE CODE
AND A DESCRIPTION IN THIS FIELD.
PLEASE NOTE - THE INFORMATION ON THIS FIELD IS ALSO PRINTED ON
THE PURCHASE ORDER
The information in the Description Field per row is used when an invoice is
automatically matched to the order and will be seen against the transaction details
r enquiries and reporting purposes.
5. Supplier ID
This will automatically be populated when the Supplier was selected in the
Requisition Entry Tab. Do not amend.
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7. Number
Enter the number of goods required
8. Currency
If not already specified enter the Currency Code (defaults to GBP) for the
goods.
9. Price
If not already specified enter the unit price (cost per unit) for the goods
Curr. Amount
This is the amount in the selected currency
Amount
This is the amount in GBP
10. Account
The Account will automatically be selected from the Product Code to which the
goods are to be charged. Do not amend.
11. Costc
The Cost Centre will be back filled when the Project is entered.
12. Project
If not already specified enter the Project to which the goods are to be
charged.
13. Tax Code
If not already specified enter the Tax Code to be used for the goods.
AS
AE
AZ
EF
EU
A0
Standard rated – 15.0% on purchases
Exempt on Purchases (e.g. education courses or conferences)
Zero-rated goods (e.g. books)
Where a VAT ‘exemption’ certificate has been completed (Equipment used in Medical or Veterinary
research, charity, advertising). If using this code please ensure all the order lines are ‘VAT’
Exemption certificate, if not raise separate orders where lines or not VAT ‘exemption’ certificate.
Foreign order (VAT not charged by supplier but may be charged later)
Outside the scope of vat should be used in the UK where the supplier is not vat registered or the
supplier is a private individual and for some expenditure like also be used for Student Fees
14. Percentage
Percentage of the line to be charged to the project.
15. Amount
Amount of the line to be charged to the project.
16. Workflow log
To enter a comment for the approver to view please enter a comment in the
available field. If this comment is to be repeated for all rows enter all rows,
then enter copy and select
2.1.2.1 ADDING IN MORE DESCRIPTION TO ORDER ROWS
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If a larger description or more information is required it can be added to each line of the order line
17. Click on
and this will expand this option. This icon
will minimize it.
18. Enter the additional description or information in the product text field. This information will
appear on the Purchase Order.
2.1.2.2 ADDING/AMENDING/DELETING ROWS
19. Each time a new row is required Select
and a new row will appear
20. To amend a row Click on the required row (should change colour). Make the required changes then
select
to update the changes made.
21. To delete a row tick
the required row then Select
2.1.2.3 SPLITTING COSTS PER PROJECT
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Certain Purchase Orders costs will be split between different Projects. Agresso Web allows order lines to be
split, on a percentage basis or amount, over different General Ledger Codes. If you wish to split the costs
over more than one project:
22. Click on
and this will expand this option by adding another row.
Click on the first line and amend the GL coding (Account/Project/Tax Code) accordingly. Enter and
the percentage of the line or the amount to be charged to the project. Select
changes made.
to update the
23. Select the second row by clicking on it to enter the GL coding (Account/Project/Tax Code) for
the next project for costs to be split accordingly. Enter the percentage of the line or the amount to
be charged to the project. Select
to update the changes made.
NB. To keep on splitting costs by more than two projects follow Step 22, the Total Percentage
must equal 100. If nor Requisition will not save.
Section 2.1.3: Saving the Requisition
1. Once all the details for the Requisition have been entered the user can then Save
Requisition.
the
Once saved the user will get a requisition number.
Once saved the Requisition will then follow a workflow to the approval process until it then
becomes a Purchase Order, or, the Requisition is rejected.
2. Any errors see details (Select Click to see them all) and amend accordingly:
Section 2.1.4: Product Search Optional
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The Product Search button allows the user to search for Products to be used when ordering goods. Once
the Products have been located the user can select the required products and Agresso Web will
automatically transfer them to the Requisition Details Tab (See Step 2.12).
1. Click on
2. In the Free Text field enter a description of the product required. e.g. *sellotape*.
and a list of products will appear.
3. Then Click on
the products that are required for the Requisition and Select
4. Tick
then transfer the selected products to the Requisition Details Tab (See Step 2.1.2)
5. For advanced search select
. This will
and this will give the user additional fields to search with.
6. Supplier
Select a Supplier to Search with
7. Contract
NOT USED
8. Product Group
Can be helpful when looking for Generic Product Group or related products
9. Relation
Should be used for Schools who have a store room (FBLS, Chemistry)
Select WAREH from drop down menu. Enter WAREH Value in Value field. I.e.
PHSC for Chemistry, IBLS for Life Sciences
10. Then Click on
and a list of products will appear.
Tick
the products that are required for the Requisition and Select
. This will then
transfer the selected products to the Requisition Details Tab (See Step 2.1.2).1 – Requisition to Invoice
Process Flow
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