Agresso Web Requisitioning
version - Route 66
June 2012
Guide for requisitioners & authorisers
1
Introduction
This guide has been designed to be an interactive training
manual which explains on a field-by-field basis what to include
when placing orders using Agresso web requisitioning (P2P)
It is aimed at staff who have attended the relevant mandatory
training as an additional learning tool.
You can either run through the slides in order or jump to a
specific field by clicking on the relevant links within slides. The
contents icon at the bottom of each slide returns you to slide 3.
Further information is available on the Procurement web pages
at www.reading.ac.uk/procurement
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Contents
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Policy and Procedures
New Supplier Form
Tenders and Thresholds
Requisitioning
Requisitioning - tools
Authorising
Sample Purchase Order
Goods Receipting - GRN
Changing password
Log off
3
Procurement Policy and Procedures
Please refer to the following for guidance before raising
Purchase Orders:
The University’s Procurement Policy governs all the
procedures that have been put into place
P2P Procedures Manual provides an explanation of the
process and the preparation required to complete a
requisition
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New Supplier Request Form
If the supplier you wish to use is not set up on the
Agresso database, please submit a New Supplier
Request Form. If agreed an Agresso ID will be issued
so that a requisition can be raised.
This is an online form at
https://www.reading.ac.uk/closed/procurement/orderinggood
sandservices/proc-newsupplierform.aspx
5
Tenders and Thresholds
Always use a contracted supplier where
possible. However, if you are unable to…
£1 - £4,999 no competitive quotes needed but you are advised to
obtain anyway
£5,000 - £29,999 two or more competitive quotes to be submitted
to Procurement
£30,000 - £156,442 local tender
£156,442 EU tender (fixed timescales, may take several months)
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Tenders and Thresholds
If you need to purchase something and no contracted
supplier can meet your requirements, you are unable to
find sources to provide competitive quotations, or
technical consistency restricts the range of companies
available to you, you need to provide a justification by
completing a Single Action Waiver Form – available from
www.reading.ac.uk/procurement/documents-and-forms
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Requisitioning
• Navigate to Requisitioning
• Requisition Entry
• Requisition details
• Submitting requisition
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Entering P2P
Login
Use login details provided by Finance
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Requisitioning
Getting to the Requisition input screen
Select Procurement
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Requisitioning
Getting to the Requisition
Click on Requisitioning and then select P2P
requisitioning
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Requisition Entry
• Message to approver
• Supplier ID
• Send PO Y/N
• Radioactive Y/N
• Delivery address
• For the attention of:
• Additional comments
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Requisitioning – Requisition entry
Message to approver This is internal text, for any message to the authoriser, you
should also use it to advise Procurement that you are sending quotes or a
Single Action Waiver form. This does not print on the purchase order.
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Requisitioning – Requisition entry
Supplier ID All requisitions need to be assigned to a supplier. To do this
either type in the supplier ID or click on the box on the right
of the field to search for a supplier ID.
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Requisitioning – Requisition entry
Search
Type in the name of the supplier or part of the address and
click search. By double clicking on the appropriate line it
will populate the supplier ID
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Requisitioning – Requisition entry
Send PO This will automatically default to Y (yes). Once the requisition has been
fully approved a Purchase Order will be created and sent electronically to
the supplier with a copy back to the requisitioner. If you change this to N
(no) it will not be sent to the supplier.
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Requisitioning – Requisition entry
Radioactive Y/N
This will automatically default to N (No). If the requisition
includes radioactive material this must be changed to Y (Yes), this ensures the
requisition workflow will include Health & Safety Services who will check that there
is a correct record and management of the material
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Requisitioning – Requisition entry
Delivery contact
Select the address you wish to have the goods
delivered to from the drop down menu
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Requisitioning – Requisition entry
Delivery Address
By selecting from the drop down menu it will
automatically update the delivery address
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Requisitioning – Requisition entry
For the attention of: Whenever possible enter the name and room
number/location of the person requiring the goods. This will assist in accurate
delivery by the supplier. Details will be displayed under the delivery address.
20
Requisitioning – Requisition entry
Additional comments Enter any additional delivery information for the
supplier e.g. Delivery by Friday as discussed with your sales office. Up to 4 lines
will appear in the ‘additional comments’ section of the order.
21
Requisitioning – Requisition details
Requisition details Click on Requisition details tab
22
Requisition Details
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Product
Description
Unit
Responsible
Qty
Currency
Price
Amount
Close editing mode
Product text
Add
Delete
Account
CostC
Project
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Additional fields
Route
Co
I/e
Tax code
Tax system
Percentage
Amount
Close editing mode
Add
Delete
Copy
Split
Delete
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Requisitioning – Requisition details
Click below header line to open new detail row
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Requisitioning – Requisition details
Product code
If this is not known then click on the box on the right to
search
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Requisitioning – Requisition details
Search
Enter the type of product in search criteria. This does not have to be
the whole word. Double click on the selected line and it will
populate the Product field.
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Requisitioning – Requisition details
Description This will default with a general heading as per product code
selected, once checked delete text and enter detailed product
description.
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Requisitioning – Requisition details
Unit This defaults to G (goods) for orders and deliveries by item, but can be changed
to S (services) for orders by value (when receipting you will receipt the value
received rather than a number of items) (Detailed definition follows) All call-off
orders should be Services.
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Goods and Services
Requisition field 'Unit': select G (goods) or S (services)
• G for items that are priced each, products that could be in a box,
single or multiple, cost of one item ex VAT entered as price, e.g.
quantity 3 PCs @ £333 each, quantity 40 books at £5.55 each. These
are GRN’d by number of items received, not by their price.
• S for a value of item required, quantity always shown as ‘1’, total exVAT value entered as price, e.g. quantity 1 service contract @ £2222
for 3 years invoiced after each call-out. These are GRN’d by value, in
this example the value of service received from one call-out.
In both cases part-receipt of the order can be GRN’d.
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Requisitioning – Requisition details
Responsible
This should be set to the same setting as Send PO.
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Requisitioning – Requisition details
Quantity
Enter the quantity of the goods
For ordering by Unit – Goods, the quantity is the total number
of items eg. Number of - boxes of pens / PCs / chairs
For ordering by Unit – Services, quantity is always 1
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Requisitioning – Requisition details
Currency This will automatically populate according to the supplier ID. If the
currency shown is not as required, there may be an alternative ID with a
different currency set up. (If not please email [email protected]
advising the Supplier ID and correct currency)
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Requisitioning – Requisition details
Price
Enter the unit price of the item you are buying excluding VAT.
You should show the exact cost, but if this is not possible then you
should enter an estimated or maximum cost.
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Requisitioning – Requisition details
Amount This will be calculated and populated automatically based on the
information in Quantity and Price fields.
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Requisitioning – Requisition details
Close editing mode Click to complete the entries on this line (Double-click
anywhere on the line to re-open editing if needed)
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Requisitioning – Requisition details
Detailed information – product text Information in this field will appear on
the purchase order under the line description. This should be further
information about the goods or service that are being requested. You may
need to click on the arrows alongside ‘Detailed information’ to open.
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Requisitioning – Requisition details
Account code
Enter the appropriate account code for the goods or services.
A search for the code can be undertaken by clicking on the
box on the right.
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Requisitioning – Requisition details
Search
Click on the box on the right. Enter the type of product and click
search. Double click on the line and it will populate the account
code field.
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Requisitioning – Requisition details
Cost Centre The relevant department’s cost centre will automatically appear
here once the project code is entered. The cost centre cannot
be changed.
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Requisitioning – Requisition details
Project
Enter the project code you wish to charge. To find a code,
perform a search by clicking on the box on the right.
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Requisitioning – Requisition details
Additional fields Additional fields may appear here, such as WREN, RESNO, or
PAYCOST, dependent on the account code used. Enter relevant
reference.
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Requisitioning – Requisition details
Route
The relevant department’s cost centre will automatically appear
here once the project code is entered. This cannot be changed.
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Requisitioning – Requisition details
Company (Co)
The relevant company code as used at log-in. This field cannot
be changed.
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Requisitioning – Requisition details
I/e
This field will automatically default to ‘E’ for ‘External
Order’. It must not be changed.
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Requisitioning – Requisition details
Tax Code This refers to the 2-letter code for the rate of VAT to be paid on the line,
if the default is incorrect this can be amended, options can be found via
the search.
(Detailed guidance on VAT can be found on the Finance website)
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Requisitioning – Requisition details
Tax system
This refers to the VAT system, it will be completed
automatically and cannot be changed.
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Requisitioning – Requisition details
Percentage This shows the percentage of the total value to be charged to this
line. If this is an item to be split against different codes then enter the
percentage of the total charge to be taken against this line.
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Requisitioning – Requisition details
Amount Total value of the line will appear here, if splitting the charge across 2
or more project codes, the amount for this line can be amended.
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Requisitioning – Requisition details
Close editing mode Click on the box to confirm the details of the line (Doubleclick anywhere along the line to re-open if amendment
needed)
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Requisitioning – Requisition details
Add
To add further items to the requisition click on Add to get a new line.
Then repeat steps from slide 23
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Requisitioning – Requisition details
Delete
To remove an unwanted requisition line, tick the box to the
left to select the line, and click Delete.
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Requisitioning – Requisition details
Copy
To copy a line tick the box to the left to select the line, and
click Copy.
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Requisitioning – Requisition details
Split row This will add another row to GL analysis. Select completed line and
click Split row. A duplicate line will appear, complete percentage or
amount and amend those on original line. Click Action my changes to
calculate and populate the fields.
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Requisitioning – Requisition details
Delete
To delete a GL analysis line select the line (tick box on left)
then click Delete. This will delete that accounting row.
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Requisitioning – Submitting
Submitting a Requisition When the requisition is complete it will need to be
submitted for authorisation. Click on Save, it will then go into a pre-defined
workflow for authorisation. Once authorised the requisition will be converted into
a Purchase Order which will be emailed to the supplier (as long as ‘send PO’ was
selected) and a copy emailed to the requisitioner.
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Requisitioning – Submitting
Submitted requisition
Your requisition has now been saved to the system for
processing. A requisition number has been allocated
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Requisitioning - tools
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Save
Clear
Open
Attach documents
Copy requisition
Save as a template
Start from a template
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Requisitioning - tools
Save
This sends the Requisition to be authorised. If the requisition is
incomplete it will not be sent, but an error message will indicate the fields
requiring completion or correction.
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Requisitioning - tools
Clear
This clears all information from the Requisition
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Requisitioning - tools
Open
Use this to open a previous requisition. A lookup window
will open for you to search for the requisition number
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Tools – attach documents
Attach documents Internal documents such as SAW forms or suppliers’
quotes, can be attached to the requisition for viewing by
those in the authorising workflow. Click to open the
function.
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Tools – attach documents
Attach documents Select Requisition supporting documents then Add
existing document. New document window opens
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Tools – attach documents
Attach documents Browse PC for documents to attach, double-click
selection which will then be listed, click OK
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Tools – attach documents
Attach documents Selection will appear under file field, close window to
return to main requisition screen. Attachments can be viewed by reopening Documents function
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Tools - copy a requisition
Copy requisition Click on this to copy an open requisition. (Use the Open
tool to recall it when required)
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Tools - Save as a template
Save as template Enter requisition details as required. Then click Save as
template, a further window will open where you enter a
name for the template, and click OK.
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Tools - Start from template
Start from template Open a new requisition in the normal way. Click on
Start from template. A search window will open.
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Tools - Start from template
Start from template Enter name of template then click on Search.
Double click on template you want to use.
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Authoriser role
• Entering the approval area
• Opening the requisition
• Approving the requisition
• Rejecting the requisition
• Requisition wrongly distributed
• Process completed
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Authoriser role
Login
Use login details provided by Finance.
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Authoriser role
Navigate to tasks Click on My tasks, then open Workflow tasks menu for a
list of requisitions awaiting authoriser review. Doubleclick on any one to see full details and a summary menu
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Authoriser role
View a Requisition Click on any requisition in the summary menu to view
details.
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Authoriser - approval
Approve Requisition Check details of supplier, product, cost and finance
codes, if as required and in accordance with policies, if so click Approve.
This will move the requisition to the next stage of the workflow.
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Authoriser - rejection
Reject Requisition Click on the box. This will prompt you for a comment to
be entered.
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Authoriser - rejection
Reject a Requisition Complete comment field with your reason for
rejecting the requisition, then click Reject. This will return the
requisition to the originator.
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Authoriser – return to system
Wrongly distributed Click on the box. This will prompt you for a comment to
be entered.
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Authoriser – return to system
Wrongly Distributed Complete comment field with your reason for
redistributing the requisition, then click Wrongly
Distributed. This will return the requisition to the
system.
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Authoriser role
Action completed A message highlighted green shows that the authoriser’s
action has been successfully processed.
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Purchase Order
Supplier
address
Delivery address
For the
attention of
Description
(1st item)
Product text
Description
(2nd item)
Additional
comments
Order number
generated when
fully approved
Supplier ID
Requested by
Unit (quantity)
Unit Price
Net amount
(Unit x Unit
price)
Total of order
excluding
VAT
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Goods Receipting - GRN
• Navigating to goods receipting
• Receipting items
• GRN receipt confirmed
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Goods Receipting - GRN
Goods receipting Select Goods receipt from the Purchase orders menu, and enter
the PO number.
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Goods Receipting - GRN
Goods receipting The PO details will display. Enter amount received (value, if
ordered unit S, or quantity if ordered unit G), click Goods
received then Save.
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Goods Receipting - GRN
GRN receipt A receipt number will be displayed.
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Change Password
Change password
Click on Options - change password. Enter old and
new password and click Save.
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Log off
Log off
Click here.
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The End
Thank you for using this
online guidance
For more information on suppliers and the order process
please contact [email protected]
For issues with the system such as access to Agresso
please contact [email protected]
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