AGRESSO SELF SERVICE
GOODS RECEIVING
AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
1
SELF SERVICE - INTRO ........................................................................................... 3
1.1
Introduction to Self Service .................................................................................. 3
2
GOODS RECEIVING ........................................................ ERROR! BOOKMARK NOT DEFINED.
2.1
Overview .............................................................................................................. 4
2.2
Goods Receiving Procedures............................................................................... 4
2.3
Missing Goods Received ...................................... Error! Bookmark not defined.
AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
1 Self Service - Intro
1.1 Introduction to Self Service
Self Service allows you to access AGRESSO by using internet browsers. Through this interface, you
can raise and approve requisitions, track the progress of these requisitions and authorise invoices. The
functions available to you depend on your role.
The Finance and Business Systems team will also use software called Agresso Smart Client, which
gives more functionality. Both systems are working on the same database.
Because Self Service uses internet browsers, it is very simple to use. You do not have to install any
extra software on your PC, all you need is the shortcut on your desktop that will take you straight into
the home page. You can navigate through Self Service by clicking on links, as you would do on a web
site on the internet, and there are very few “pages” through which you are required to navigate.
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AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
2 Goods Receiving
2.1 Overview
When an invoice is received in the Accounts Payable department, it will only be paid if you have
confirmed that you have received the goods/service you ordered. You must confirm by recording this
information in Agresso.
The advantages of Goods Receipting is that if the invoice matches the Purchase order (within a defined
tolerance) the invoice will not need to be approved and the invoice will go straight through for payment.
2.2 Goods Receiving Procedures
To carry out good receipt for a good or service you have received click on Procurement/Purchase
Orders/Good Receipt.
A requisition can be raised as quantity based or value based requisition.
Quantity Based Requisitions
A quantity based requisitions is the most common type of requisition for example 5 printers at £100
each. For this type of requisition you enter the number of items you have received.
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AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
1.
Enter the purchase order number in the orderno box and tab away
2.
By clicking on
reference.
3.
The order details section has three columns to record, the quantity you originally ordered, the
quantity you have previously received (if any) and the quantity you are receiving now
4.
Once you have ensured the delivery date is correct, and checked any quantities received
previously, enter the quantities received.
5.
If you have only partially received the order, enter the amount actually received in the field.
6.
If you want to cancel the rest of the order, click
7.
If you are leaving the unreceipted items on ‘back order’ (for delivery at a later date), simply save
the goods receipt screen; you can return and enter further quantities at a later date.
8.
If you find you have entered a quantity in error, and wish to amend, you can retrieve the purchase
order number in the goods receipt screen, and enter a minus figure. You can amend a goods
received screen as long as the invoice has not yet been matched against it.
9.
When you have completed your goods receipt screen, click Save – you will receive a confirmation
you will be able to see a PDF copy of the purchase order for
dispatch number:
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AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
Amount Based Requisitions
An amount based (formally known as blanket orders) requisitions is a requisition where you going to
spend an amount of money with a supplier over a period of time. This may include receiving a number
of invoices over a period of time. For example you may raise a requisition spend £500 on consultancy
over a period of time, the requisition would be raised as a quantity of 1 and a unit price of £500. Each
invoice received would be matched against the same purchase order until all the invoices add up to
£500. On Goods Receipting you will be goods receipting pounds,Euro,USD and not quantities.
1.
Enter the purchase order number in the orderno box and tab away
2.
By clicking on
reference.
3.
The order details section has three columns to record, the amount (GBP,Euro,USD) you originally
ordered, the amount (GBP,Euro,USD) you have previously received (if any) and the amount
(GBP,Euro,USD) you are receiving now
4.
Once you have ensured the delivery date is correct, and checked any amounts received
previously, enter the amount received (this will usually be the amount on the invoice).
5.
If you have only partially received the order, enter the amount actually received in the field.
6.
If you want to cancel the rest of the order, click
7.
If you find you have entered a quantity in error, and wish to amend, you can retrieve the purchase
order number in the goods receipt screen, and enter a minus figure. You can amend a goods
received screen as long as the invoice has not yet been matched against it.
8.
When you have completed your goods receipt screen, click Save – you will receive a confirmation
you will be able to see a PDF copy of the purchase order for
.
dispatch number:
9.
You can use this screen to see how much money is left on your amount based order.
2.3 Missing GRN
When an invoice is received into Accounts payable, if you have not confirmed receipt or if the quantity
of goods invoiced is more than the quantity of goods received, i.e. you ordered 10, you received 8, but
the supplier is invoicing you for 10, then a ‘Missing Goods Received’ task will be sent to the original
responsible person on the requistion.
The task prompts you to either receive the goods/service (or remainder thereof).Either enter the
quantity received to match the invoice OR query the invoice with the supplier and arrange for a credit
note to be sent.
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AGRESSO SELF SERVICE
GOODS RECEIVING
ASTON UNIVERSITY
When you open your task, it will open in the Goods Received screen, but includes a scan of
the invoice.
Invoice Image
Review the quantities on the invoices against the goods receipt information. If you have received the
goods as per the invoice, enter the relevant quantities and save. This will then match with the invoice,
and be posted for payment. If you have not received these quantities, then contact the supplier to
discuss and arrange for a credit note to be sent out.
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