Embed Size (px)
Citation preview
AGRESSO SUPERUSER
MANUAL
JUNE 2012
2 | P a g e
Contents
Introduction ..........................................................................................................................3
Course Objectives ..................................................................................................................3
Using the FRIS SuperUser Form to Log Refresher Training .......................................................4
Using a Lesson Plan to Deliver Refreshers ...............................................................................6
FRIS Requisitioning .............................................................................................................. 21
Product Codes - The Importance of Using the Correct Codes................................................... 21
Blanket Orders – Correct Receipting of ..................................................................................... 21
How to Amend a Requisition ..................................................................................................... 23
Closing off a Requisition ............................................................................................................ 23
Checking if an Order has been Paid ........................................................................................... 23
Suppliers with Multiple IDs ....................................................................................................... 25
Reasons for Terminating and Re-raising Purchase Orders ........................................................ 26
The Importance of Adding Delivery Charge lines to Orders ...................................................... 26
Delivery Address Update ........................................................................................................... 28
Useful Available Reports ........................................................................................................... 30
FRIS Approvers .................................................................................................................... 31
Delegated Reports ..................................................................................................................... 31
Substitutes ................................................................................................................................. 31
Explanation of Thresholds/Approval Levels .............................................................................. 32
Procurement Issues .............................................................................................................. 32
Importance of Raising Purchase Orders .................................................................................... 32
Adding new suppliers – Recent Development .......................................................................... 33
Single Tender Application .......................................................................................................... 33
E-Marketplace ..................................................................................................................... 35
Benefits of the E-Marketplace ................................................................................................... 35
Accessing the Help Videos on Science Warehouse ................................................................... 35
Other Information................................................................................................................ 35
Help and Support ................................................................................................................. 37
AGRESSO SUPERUSER MANUAL
3 | P a g e
Introduction
This SuperUser Manual has been put together by Procurement Services, FRIS Agresso Support and
IT Training and is designed for SuperUsers to use as a reference document following the once-a-
year Agresso SuperUsers Course.
Course Objectives
It is the aim of the yearly ASC course to refresh Agresso SuperUsers’ knowledge and keep them
abreast of any new developments, updates and process changes to SGUL’s Finance and Research
Information System (FRIS) so that they can in turn pass this on to FRIS users within their
divisions/departments in the course of their duties.
Formal once-a-month requisitioning training and weekly Approver/Budget Holder training will
continue for new members of SGUL staff and for anyone in need of a refresher. The ASC however,
means that Agresso SuperUsers who deliver refresher training as part of their role are in a better
position to pass on up-to-date information.
It is intended that login set up requests for new members of staff will only be made by SGUL’s
formal trainers once the member of staff has completed the formal training course. However, login
requests from Agresso SuperUsers who have delivered refresher training will only be accepted if
the SuperUser has attended an ASC in the 12 months prior to the request being made.
AGRESSO SUPERUSER MANUAL
4 | P a g e
Using the FRIS SuperUser Form to Log Refresher Training All super users are required to record any refresher training that takes place. This will give us an
accurate picture of how much training is taking place and by whom. It will also allow us to enable
accounts, for those whose accounts have been disabled due to non-use. Please see an example of
how to fill in the form below:
AGRESSO SUPERUSER MANUAL
5 | P a g e
How to Access the Training Environment
You will have the option to train others using the Training environment. It is accessible through the
portal or by using a direct URL as shown below.
Access Train 1 through portal.sgul.ac.uk/agresso or type http://agresso-
train1.sgul.ac.uk./Agresso/System/Login.aspx directly into your address bar
Requisitioner username: training22 Client: SL password: agresso
2K approver usernames: skitchin Client: SL password: SKITCHIN
10k approver username: ebrown Client: SL password: EBROWN
Subproject code: 11683-10
AGRESSO SUPERUSER MANUAL
6 | P a g e
Using a Lesson Plan to Deliver Refreshers
It is recommended that those delivering training follow a lesson plan. Below are typical lesson plans used to deliver formal Requisitioning and E-Marketplace training:
LESSON: FRIS Self Service TOPIC: Requisitioner Date: 2011
Aims: To be able confidently raise requisitions
Objectives: By the end of the session students will be shown:
Introduction- how to log in The buying process – Agresso Windows - Raising a simple requisition - Rejection task – Tracking – Copying - How to raise a single line requisition using blanket and value order/Blanket order posting cycle - Workflow Enquiries - How to raise a split line order /NHS Supplier posting cycle - Receipting – Returned goods - Summary -
Prior Knowledge Assumed: None
Session 1
Duration 3hrs
AGRESSO SUPERUSER MANUAL
7 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
30 - Introduction / The process The window environment
Welcome learners Go through outline Register on FRIS website Hand out the FRIS usernames and passwords / reference card and manuals Go through the process Access the training server and navigate the window covering
Module buttons
Shortcuts
Chevrons
Expand & Collapse
My Tasks
Procurement
Suppliers
Sign onto the computers Listen Fill in registration form on Access the training server Look Watch and listen Watch and follow
SGUL username and password PPt – Housekeeping and objectives Online registration form http://www.FRIS.sgul.ac.uk/training-1 FRIS Usernames and passwords / data sheet. Workbook & Quick reference card https://portal.sgul.ac.uk/agresso Train 2 Slide 6 Slide 7
Q&A Observation Discussion
AGRESSO SUPERUSER MANUAL
8 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
5 - Raising a simple requisition
List 5 things to do before going onto Agresso
supplier
sub project
Product
cost
When
Listen
Smart board, Computer Slide 8
Q&A
Demonstrate how to raise a simple multi line requisition using info in Course workbook exercise 1
Open up requisition standard screen
Enter Supplier code
Enter sub project code
Enter product code
Enter unit price and quantity
Enter delivery date / leave as default
Enter delivery charge
Follow demonstration using workbook Note down the requisition number
PPT slide 9 Course workbook Exercise 1 Data sheet
AGRESSO SUPERUSER MANUAL
9 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
15 - How to deal with rejected requisitions
Make sure dclark is logged in on one of the computers and reject the single line giving the reason buy two boxes at £13 each. Discuss and show ppt slide 10 the workflow and approval levels Discuss the possibility of the order not getting approved and how it is returned to the requisitioner
Watch Go into task folder and click on rejected task. amend requisition according to the workflow log and resubmit.
dclark / DCLARK reject requisitions PPT Slide 10 Exercise 1b
Activity sheet Discussion One to one
AGRESSO SUPERUSER MANUAL
10 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
25 - How to open Define all the fields and show Watch and follow
and copy a requisition How to raise a single line requisition using blanket and value order/Blanket order posting cycle
them how to open and copy a requisition Demonstrate raising a requisition defining all the fields creating a value line requisition
Requisition number
Requisitioner
Delivery date
Status
Period
External ref
Supplier ID
Contact
Delivery address
Subproject Create a blanket order line explaining why the quantity and Price have been switched around
Watch and follow Listen, watch and follow Note down the requisition number on data
Course Workbook Exercise 2 Slide 11 Data sheet
AGRESSO SUPERUSER MANUAL
11 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
10 - Tracking a requisition with the workflow log
Discuss how to keep track of the requisition using the workflow log
• Requisitions • Workflow enquiry
• Supplier invoice
• Purchase invoice
• Requisition no. or search
• Workflow in progress
Search for two requisition no. from exercise 1 and 2
PPT slide 12 & 13
10 - How to raise a split line order /NHS Supplier posting cycle
Introduce Exercise 3 and demonstrate creating the first line
Explain GL Analysis
Copying a line copies the GL Analysis
NHS posting cycle
Listen, watch and follow. Create other two lines by themselves Note down the requisition number
PPT slide 14 Data sheet
15 Break Using dclark and ewilde accounts authorise requisition
break Skitchin/SKITCHIN Ebrown/EBROWN Approve requisition
AGRESSO SUPERUSER MANUAL
12 | P a g e
Time Subject
Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
10 - Requisition enquiries
Show slide 14 and discuss enquiry screens
Locate the PO no. for requisition2
20 - Receipting Explain why receipting has to take place Demonstrate receipting on PO no.2
Open Receipt goods screen
Negative receipting
Call down
Open procurements Purchase order Goods receipts Add P.O. no.
PPT Slide 15
10 - Goods return Explain why Goods return has to take place
Listen and watch PPT Slide 16
10 - Summary Objectives met Q&A session
Answer questions Fill in feedback form
PPT Slide 17 http://www.FRIS.sgul.ac.uk/training-1
REF
LEC
TIO
N
AGRESSO SUPERUSER MANUAL
13 | P a g e
LESSON: Introduction to e-marketplace using Science Warehouse TOPIC: Punchout Date: Jan 2012
Aims: At the end of this course you will be able use Science Warehouse to create a requisition:
Objectives To be able to use the e-marketplace punchout tab to order goods
By completing this workshop you will be able to:
Go through housekeeping rules Register online- http://www.fris.sgul.ac.uk/training-1/fris-training-registration-form Access Punchout Access Science Warehouse Basket / checkout / Dashboard Use the search tools (Compare, sort price & filter) Drill down on a products page/ supplier and product info Search for Oligos
Add favourites Create saved baskets Quotes Manage Reports Search for a PO Feedback online- http://www.fris.sgul.ac.uk/training-1/fris-delegate-feedback-form
Prior Knowledge Assumed:
FRIS Requisitioning course
Session On-going
Duration
1hr
Resources Location Reference cards (Punchout)
Internet connection Access to Train1 server with account IDs Science Warehouse website Punchout PowerPoint presentation FRIS Registration and Feedback forms Sub project code Supplier code
I:\Working Documents\Change Management & Training\End User Training\Quick Reference Cards\Current http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx Requisitioner username: training22 password: agresso 2K approver usernames: skitchin password: SKITCHIN 10k approver username: ebrown password: EBROWN Subproject code: 11683-10 www.sci-ware.com I:\Working Documents\Change Management & Training\End User Training\Trainer Guides http://www.fris.sgul.ac.uk/training1 11683-10 100027 (Fisher)
AGRESSO SUPERUSER MANUAL
14 | P a g e
Time Subject Tutor Activity (inc H&S checks and teaching techniques / activities Learner Activity Resources
Assessment / Differentiation
5
Introduction
Welcome learners
Go through Housekeeping
Hand out reference guide and root ids
Sign onto the computers using root account ids
Fill in registration form on http://www.fris.sgul.ac.uk/training-1/fris-training-registration-form
Listen
Sign onto the computers using root account ids
Fill in registration form on http://www.fris.sgul.ac.uk/training-1/fris-training-registration-form
Punchout PPp
Reference cards
Root account IDs
http://www.fris.sgul.ac.uk/training-1/fris-training-registration-form
AGRESSO SUPERUSER MANUAL
15 | P a g e
5
Access Punchout
Ask purpose of e-procurement
Introduce Science warehouse (Liken to Amazon)
Preferred suppliers Catalogues
Show diagram of requisition process via Punchout
Sign into FRIS Self service
Inform learner that new id will be in the following format :
Username: Agresso Username SL Password: Username in uppercase
Q&A
Log onto train1 server. http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx
Username: trainee22
SL
Password: agresso
If entering via website www.sci-ware.com Username: SGULusername Password: welcome
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx www.sci-ware.com
AGRESSO SUPERUSER MANUAL
16 | P a g e
5
Complete the process
Explain/Demo
Open Requisition standard screen
Fill in the Requisition detail using the supplier id 100027 along with 1168-10 as a subproject code for training purposes
Click go shopping
Search for centrifuge
Select quantity 1 from Fisher
Click add to basket
Checkout
Retrieve shopping and go to requisition entry tab
On the Punchout tab Generate req
VAT code
Product text box
Save req
1 req for each supplier
Watch and do
Open Requisition standard screen
Fill in the Requisition detail using the supplier id 100027along with 11542-10 as a subproject code for training purposes
Click go shopping
Search for centrifuge
Select quantity 1 from Fisher
Click add to basket
Checkout
Retrieve shopping and go to requisition entry
On the Punchout tab Generate req
VAT code
Product text box
Save req
Punchout PPp 11542-10 100039 (Office depot) or 100027 (Fisher) http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx www.sci-ware.com
5 Search for a PO
Demo/Explain how to search for a PO on SWL and FRIS
Dashboard
Type in PO number
Watch Punchout PPp www.sci-ware.com Account detail Username:sguladmin Password:welcome
AGRESSO SUPERUSER MANUAL
17 | P a g e
5
Cancel a PO
Procedure to cancel a purchase order
Product page
Supplier info
Speak to the supplier
Cancel on SWL (PO screen)
Cancel on FRIS (Order amendment)
If supplier has packed and posted then cancel through goods return screen
Watch
Punchout PPp www.sci-ware.com Account detail Username:sguladmin Password:welcome
10 Access Science Warehouse
Explain/Demo
Home page
Dashboard
Saved baskets
My orders
Search bar
Quotes
Products
Help
My favourites
Filters
Watch
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx www.sci-ware.com
Activity sheet Discussion One to one
AGRESSO SUPERUSER MANUAL
18 | P a g e
15
Use the search tools
Explain different ways of searching
Search bar
Search for a product using description (Centrifuge) or catalogue no. (CEK-233-021L)
Drill down on a product use CEK-233-021L
1. Information is provided by the supplier
2. Go through tabs 3. PDF can be printed off via
view other documents PDF Link
4. Related products and stock availability
Demonstration: Search for centrifuge rotor 1. Sort on Price –cheapest to
the top 2. Category filter- refines the
search 3. Compare products – select
three see side by side 4. Add to basket from there
Search using product category search
Centrifuge rotor
Watch
Search for a product using description (Protein expression) or catalogue no. (e1000s)
Drill down on a product use e1000s 1. Information is provided by the
supplier 2. Select picture to zoom in 3. PDF can be printed off via view
other documents PDF Link 4. Related products –essential for
some items available for purchase.
Demonstration: centrifuge rotor 1. 2. Sort on Price –cheapest to the
top 3. Category filter- refines the
search 4. Compare products – select three
see side by side 5. Add to basket from there
Search using product category search
Centrifuge rotor Last search
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx www.sci-ware.com
AGRESSO SUPERUSER MANUAL
19 | P a g e
5
Search for Oligos
Show video
Click on product
Order an oligo
Calculate price
Add to pot
Add to basket
Watch video
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx www.sci-ware.com Account detail Username:sguladmin Password:welcome
3 Add favourites
Product details page home to ‘ save to favorite’ link
To view favourites go to Dash board
Product details page home to ‘ save to favorite’ link
To view favourites go to Dashboard
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx
5 Create saved baskets
Find your product
Go to product detail page
Add to saved basket button
Name basket. To add more go to product pages and put in quantity required and then add to template. Select existing template or create a new one.
Can share baskets by adding permissions and clicking edit allows
And click update
To view your basket they are accessible via the dashboard on the homepage.
Find your product
Go to product detail page
Add to saved basket button
Name basket. To add more go to product pages and put in quantity required and then add to template. Select existing template or create a new one.
Can share baskets by adding permissions and clicking edit allows
And click update
To view your basket they are accessible via the dashboard on the homepage.
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx
AGRESSO SUPERUSER MANUAL
20 | P a g e
10
Quotes
Explain best way to get a quotation
Product details
Enter quantity
Click add to quote
Create new quote or add to an existing one
Name
Request expires by
Select suppliers
Can change product detail or add off catalogue item
Comments
Click post quote– sends quote to suppliers
Show examples of replies
Explain quotations
Product details
Enter quantity
Click add to quote
Create new quote or add to an existing one
Name
Request expires by
Select suppliers
Can change product detail or add off catalogue item
Comments
Click post quote– sends quote to suppliers
Show examples of replies
Punchout PPp http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx
5 Summary
Questions & Answers
Go over objectives
Fill in feedback form
Questions & Answers
Answer questions
Fill in feedback form
Punchout PPp http://www.fris.sgul.ac.uk/training-1/fris-delegate-feedback-form
REF
LEC
TIO
N
AGRESSO SUPERUSER MANUAL
21 | P a g e
FRIS Requisitioning
Product Codes - The Importance of Using the Correct Codes
It is important that the most suitable product code is selected when raising a requisition as product codes are:
Useful for enabling departments and the University generate spend reports for both internal and external use in more defined levels of detail e.g. reporting on how much was spent on Pipette pumps (LA27) or Cakes, pies and pastries (CA02). This level of detail is not provided by using the general account codes to analyse spend.
Linked/mapped to the general ledger (i.e. where costs are allocated in SGUL’s accounts);
Linked/mapped to preferred suppliers for certain categories of spend (i.e. suppliers we either have contracts with directly or are listed against the framework agreements of consortia to which SGUL has access e.g. via LUPC membership;
Blanket Orders – Correct Receipting of
It is important to raise blanket orders correctly by:
Swapping ‘quantity’ and ‘price’ e.g. a blanket order for £100 could be raised as quantity 100 at £1 each.
Raising the order for a large quantity and receipting down as goods or services are delivered e.g. 500 hours at £30 per hour and receipting against this quantity each week or month etc.
Raising the blanket order for a maximum of one financial year only (i.e. to be closed by the 31st of July of each year).
AGRESSO SUPERUSER MANUAL
22 | P a g e
When receipting orders, and blanket orders in particular, always remember to enter relevant details in the ‘Reference’ field. This could be the week ending date for temporary staff orders, the delivery note number for goods or the job number for services. It helps Accounts Payable in identifying which receipt goes with which invoice by cross-referencing.
AGRESSO SUPERUSER MANUAL
23 | P a g e
How to Amend a Requisition
If the requisition has been saved but not approved, the requisitioner can open, amend and re-save the requisition.
The amended requisition will go into workflow as normal for the necessary approval. Alternatively, the requisitioner can contact the authoriser and ask them to reject the requisition rather than approve it. Once rejected, the requisitioner goes to ‘My tasks’, selects the rejected requisition, amends it as required and then resubmits it.
Closing off a Requisition
If the requisition has been saved, contact the authoriser asking them to reject the requisition. Go to ‘My tasks’ select the rejected requisition, and then click ‘Close’ to close it. Please note that if the requisition has not yet been approved, the requisitioner may also be able to close the requisition by opening it, changing its status to ‘closed’ and then re-saving it.
Checking if an Order has been Paid
You can either:
Go to Reports – Global Reports – Requisitioners Reports - Supplier Enquiry (Enter PO Number in OrderNo field and click ‘Search’. The ‘Pay date’ is displayed in the 2nd column. For a copy of the invoice, where available, click on the ‘Trans No’
AGRESSO SUPERUSER MANUAL
24 | P a g e
Or check with Accounts Payable, if you have problems with the results from the above
query.
AGRESSO SUPERUSER MANUAL
25 | P a g e
Also note the ‘Subproject Enquiry on Supplier’ link in the last column. Use this link to find out which sub-project code/s the purchase order has been raised against by copying the invoice number, clicking on the link, pasting the invoice no. into the relevant field and clicking search.
Suppliers with Multiple IDs
Agresso only allows one ID per bank account number. This necessitates setting up suppliers who have multiple bank accounts for various foreign currency/Sterling payments with more than one ID. Due to globalisation, mergers and acquisitions, shared services etc. multiple IDs for the same supplier is an occurrence that cannot be avoided but can be confusing when raising requisitions. Procurement have worked with Agresso Support to insert a ‘Supplier Info’ column under the field help for SupplierIDs in order to provide some guidance.
AGRESSO SUPERUSER MANUAL
26 | P a g e
Procurement Services is working with Accounts Payable and Suppliers that are brought to our attention as having multiple IDs to:
Ensure the info contained in the ‘Supplier Info’ column is useful to requisitioners
As much as is possible, provide some guidance to help requisitioners select the correct supplier ID for a particular transaction
Caution requisitioners to make further enquiries if there is any doubt as to which supplier ID to use.
Reasons for Terminating and Re-raising Purchase Orders
Accounts Payable can only pay invoices when the supplier on the invoice and the supplier on the Purchase Order match. Requisitioners will need to take care in selecting the correct supplier. If there is any doubt the supplier should be contacted. Please note the availability of a Supplier Information folder under the Procurement tab. More information about each supplier is held there.
The Importance of Adding Delivery Charge lines to Orders
Requisitioners should know whether or not a delivery charge is applicable before they create their requisition. If there is a delivery charge then it should be added as a line item. This is to ensure that:
They know how much they are paying (to ensure best value)
The invoice will match and can be paid
Non-matching invoices require more administration and waste time for the budget holder, Accounts Payable and, potentially, the supplier.
AGRESSO SUPERUSER MANUAL
27 | P a g e
Requisitioners should contact suppliers if necessary to check if a delivery charge applies and how much it is. On the e-marketplace, delivery charge information can be seen when searching for products, against the product itself, by clicking ‘Delivery charge may apply. Click for details’ or under the ‘Delivery Information’ tab.
AGRESSO SUPERUSER MANUAL
28 | P a g e
Delivery Address Update
The Purchase Order template has been updated so that it is clearer and aids SGUL Site Services in onward delivery. Changes include:
Requisitioner name and delivery address (i.e. room number where that information is available) appearing in the ‘Deliver To’ field
More room in the ‘Deliver To’ field to prevent our Postcode being cut in half
‘Order enquiries to requisitioner’ contact details is now more visible for the supplier and holds telephone number and email address of requisitioner where that information is available
AGRESSO SUPERUSER MANUAL
29 | P a g e
CURRENT TEMPLATE
PREVIOUS TEMPLATE
AGRESSO SUPERUSER MANUAL
30 | P a g e
Useful Available Reports
There are many useful and readily available ‘Global’ reports already set up in Agresso under:
Budget Holders Reports Central Procurement Reports Requisitioners Reports and Research Reports
Running the ‘Orders by Product’ report (found under ‘Reports – Global Reports – Central Procurement Reports’) shows all suppliers that have supplied product/services for a particular product code. This can help with identifying potential suppliers. ‘Orders by Supplier’ will show all orders to a particular supplier. If you require a report that is not already available, contact Agresso Support to set this up for you. If the report is one that would be useful to others as well, Agresso Support will roll it out to all.
AGRESSO SUPERUSER MANUAL
31 | P a g e
FRIS Approvers
Delegated Reports
Budgetholders/Principal Investigators can authorise FRIS/Agresso Support to give others access to their Reports, each sub-project code report can only be assigned to one delegate.
Substitutes
Agresso supports delegation of tasks, including authorisation. Substituted delegation is per user only, both the approver and their substitute(s) will be alerted to tasks. Users must have substitutes set-up to cover their tasks when on leave or absence. Setting up the substitute is a 2-step process:
1. FRIS support need to be provided with the names of potential substitutes associated with your user credentials on Agresso; the list is then available via the Options menu on the Substitute setup page
2. When you want someone on the list to act as a substitute, you select them from the list. You then specify a time period during which they act as your substitute.
If you need to ask for a substitute for someone else (for example, if they’re away and out of contact), you must get the request approved by a Divisional manager or equivalent before FRIS support can action it.
Agresso Support will set up the permanent substitute/s if the approver does not use Agresso, the request needs to come from themselves or the retrospective Divisional Business Manager/ Administrator or equivalent.
AGRESSO SUPERUSER MANUAL
32 | P a g e
Explanation of Thresholds/Approval Levels
SGUL Financial Regulations define what levels of authorisation are needed for financial transactions and these authorisations are reflected in Agresso workflows. In summary, the principles and the limits are as follows:
Any spend on a subproject must be authorised by the budgetholder for that subproject. For research subprojects, the budgetholder is the Principal Investigator (PI).
For purchases up to £2,000, the budgetholder’s authorisation is sufficient
For purchases over £2,000 a further financial authorisation is needed. The authoriser depends on the value of the purchase as follows:
£2001 to £10,000 – senior divisional administrator, or equivalent (Estates & Facilities threshold is £2001 to £6,000)
£10,001 to £50,000 – Head of Division, Divisional Business manager, or equivalent (Estates & Facilities threshold is £6001 to £50,000)
Over £50,000 – Director of Finance and Resources or equivalent.
Procurement Issues
Importance of Raising Purchase Orders
It is important to raise purchase orders when procuring goods and services for the following
reasons:
It is a requirement of SGUL’s purchasing policy
Budgetholders are able to check sufficiency of funds for the requisition
A PO is a legally binding document which provides suppliers with proof that products or services were ordered
Aids commitment accounting – Budget holders are better able to track expenditure and outstanding commitments
Aids high level reporting of University Spend e.g. spend by product, spend by supplier
It aids cashflow monitoring by allowing Finance to know how much will have to be paid out during a certain period of time
Provides a record of commercial activity at individual, departmental and divisional levels
It provides a written authorisation for a seller to provide goods or services at a specified price
Provides the requisitioner something to check against when the goods arrive
Leaves an audit trail for accountability
It avoids payment delays when a supplier quotes the relevant PO on the invoice
Prior to engaging with any supplier, you must ensure that you have complied with the purchasing policy and that the supplier is set up on Agresso unless payment is to be made by purchasing card.
AGRESSO SUPERUSER MANUAL
33 | P a g e
This allows Accounts Payable and Procurement Services carry out necessary checks to ensure legitimacy.
Please note that first time payments to individuals need to be checked in advance with the SGUL Payroll Office.
Adding new suppliers – Recent Development
The New Supplier Request form can be found on the first page of the FRIS website and also on the
Portal under Procurement Services web pages: Organisation → Corporate Services → Procurement
Services → Forms and Templates Suite → FRIS - New supplier requests → New Supplier Request
Form
SGUL has implemented the requirement to have supplier’s bank details on company letterhead for the following reasons:
To help protect SGUL against incidences of fraud
To implement recent recommendations from auditors
To ensure that payments are made into the right account
To provide documented evidence of bank account change requests
Single Tender Application
To comply with SGUL Procurement Thresholds, purchasers must have at least two quotations for
purchases between £2,000-£50,000 (see full details of purchasing thresholds below). A Single
Tender Application will need to be made to Procurement Services for approval by the Finance
Director if only one quotation is obtained.
Single tenders waive SGUL’s requirement to obtain competitive quotes/tenders from the market
and it is an audit recommendation that documented justification and authorisation is provided for
such action.
Justification for single tender action must fall under at least one of the following grounds:
(i) It has been confirmed that only one firm or individual has the particular specialist expertise
required.
Appropriate evidence should be provided to support the lack of providers .Lack of knowledge about
suppliers is not a sufficient reason to use this exception nor is appointing a supplier simply on the
basis that they have worked for SGUL before.
AGRESSO SUPERUSER MANUAL
34 | P a g e
(ii) Compatibility with existing services or products, or the task is essential to complete the
project and arises as a consequence of a recently completed assignment and engaging different
consultants/suppliers for the new task would be inefficient.
(iii) An exceptional emergency not of SGUL’s making.
An unforeseen event likely to cause immediate danger to people or property, such as flooding however, urgency caused by previous delays or poor planning should not trigger this exception. Failure to plan the tender process properly is not justifiable grounds for a single tender and any request for a new supplier for purchases over £2,000, should detail how many quotations were obtained from the market.
A copy of the form can be found at the following URL: https://portal.sgul.ac.uk/org/cs/procurement-services/forms-and-templates/single-tender-application/Single%20Tender%20Application%20Form.docx/view SGUL PURCHASING THRESHOLDS From August 2010, the following thresholds apply to spend at SGUL: £2,001-10,000
If a contract with a preferred supplier is not available to meet the requirement, at least 2 or 3 written e-quotations must be obtained from the market to satisfy that the selected quotation provides value for money. Quotations must be filed electronically for audit purposes. Contracts for provision of the goods/services must be agreed under SGUL's short form terms and conditions unless alternative terms and conditions have been reviewed and approved by SGUL Procurement Services. A Single Tender Application will need to be made to Procurement Services for approval if only one quotation is obtained.
£10,001-50,000 If a contract with a preferred supplier is not available to meet a requirement, an Invitation To Quote (ITQ) tender document outlining the scope of the requirement and essential criteria will be issued under SGUL’s standard terms and conditions by the Requestor to at least 3 suppliers. At least 2 written quotations must be obtained by email/e-marketplace. A Single Tender Application will need to be submitted to Procurement Services if only one quotation is obtained. ITQ submissions need to be evaluated against evaluation criteria and weightings set before the tender is issued by at least two evaluators with the appropriate expertise to select the most economically advantageous quotation. If possible, evidence of conducting an ITQ process will be attached to the requisition. Regular audits will be carried out by Procurement/Internal Audit on tendering records that will be held by Divisions.
£50,001+ Procurement Services must be consulted before preliminary discussions are entered into with suppliers for high value tenders. If a contract with a preferred supplier is not available to meet a requirement, an Invitation to Tender (ITT) tender document outlining the scope of a requirements and essential criteria must be issued to 3-5 suppliers. A Single Tender Application will need to be made to Procurement if less than three suppliers exist in the market. The specification for requirements within this threshold must be discussed with Procurement Services to confirm whole of life costs and for agreement on the most appropriate tender route before the market is approached. ITT submissions will be evaluated against evaluation criteria and weightings set before the tender is issued by a minimum of three evaluators with the appropriate expertise. Procurement Services manages all tenders valued over £50k.
AGRESSO SUPERUSER MANUAL
35 | P a g e
E-Marketplace
Benefits of the E-Marketplace
There are a number of benefits to you and the University from using the E-marketplace:
Easier, quicker ordering and sourcing of products (basket information populates fields on the requisition so there is no need to enter descriptions and prices or select product codes)
You can search and compare products and pricing across the supplier catalogues to find best value
The E-marketplace uses supplier maintained prices and descriptions – this means more accurate purchase orders for the supplier and less queries to you
Less time-consuming invoice discrepancies as the correct prices are provided by the supplier
Purchase orders are transmitted immediately on approval to the supplier leading to shorter lead times for delivery. No need to fax or email orders
No handling charge for orders to Invitrogen/Life Technologies through the E-marketplace (currently £22 if not ordered through the E-marketplace).
Accessing the Help Videos on Science Warehouse
Access the e-marketplace. Click ‘Help - online help’ to access the video guides. The most useful video guides are on Oligos, Quotes, Saved baskets and Sharing Saved Baskets.
Other Information Useful information such as listed below, can be found on the Procurement Services and FRIS webpages. Please note that these pages are updated from time to time:
FRIS webpages (http://www.fris.sgul.ac.uk/)
Training Pre-Course Documentation FRIS Training Message Board User Documentation Glossary of Terms FRIS SuperUser Form
FAQ
FRIS Requisitioning Frequently Asked Questions FRIS E-marketplace Frequently Asked Questions
Codes
FRIS Non Research Sub Project codes FRIS Research Sub Project Codes
AGRESSO SUPERUSER MANUAL
36 | P a g e
Agresso Product - Product Group - Account Code.xls Agresso Account Codes.xls
Procurement
Supplier and Product Information Consignment Stock process Agresso Requisition Process Map - FRIS Quick Reference Card for Raising Blanket Order New Supplier Request Form
Forms
Subproject code Request Form - Non research New Journal Form New User Request Form (FRIS Agresso only)
Guidance Notes
Procurement webpages (https://portal.sgul.ac.uk/org/cs/procurement-services)
Menu
About Us Current Tenders Current Contracts Authority to Purchase Tendering Procedures Best Practice Procurement Purchasing Cards News Procurement Policy Agresso (FRIS) Consignment Stock Customer Feedback SGUL Standard Terms and Conditions Forms and Templates Suite DHL Courier Services - Next day and International DHL Same Day Xerox Printing & Copier Paper Our Partners Useful links Glossary of Terms Mobile phones Office Furniture Procurement Location Map NHS Supply Chain - Online Catalogue
AGRESSO SUPERUSER MANUAL
37 | P a g e
Help and Support For Help and Support with technical matters relating to Agresso and the E-Marketplace, please contact:
Agresso/FRIS Support Telephone: (020) 8725 4324 or (020) 8725 4270 E-Mail: [email protected]
For matters relating to Procurement or to give feedback on the E-Marketplace, please contact:
[email protected] or Grace Onyenuforo Procurement Services Manager Telephone: (020)-8725-2218 E-Mail: [email protected] Nigel Bate E-Procurement Officer Telephone (020)-8725-1403 E-mail: [email protected] Henry Okolieh Procurement Officer Telephone (020)-8725-0549 E-mail: [email protected] For Agresso training issues, please contact:
Lorraine Barclay IT Systems Trainer (020)-8725-5341 E-mail: [email protected]
