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Requisition and Purchase orders |
| 1 |
Can requisitions be raised to split across sub-project codes? |
Yes, a single requisition can be raised with the multiple sub-project codes. All relevant budget holders will then need to approve the requisition before a PO is created.
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| 2 |
If the default VAT code is incorrect, can it be edited? |
Please liaise with Finance on why you think the VAT code is incorrect.
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| 3 |
How do I find out the status of a task/requisition approval process? |
Use requisition workflow enquiry, in Self Service, to view the flow chart showing stage of the approval process the requisition is at. |
| 4 |
Can you cancel an approval of a requisition? |
Purchase Orders are generated 1-5mins after the budget approval. Please contact the budget approver and get them to reject the requisition. You (the original requisitioner) can then Close the requisition |
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5
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Can you cancel a Purchase Order (PO)? If so, who do I need to contact?
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All Requisitioners have the ability to modify or terminate open purchase orders, Ensure the supplier is aware you have cancelled the PO. If users want to cancel a PO they must Terminate it (not Close). Please note that termination is final (i.e. cannot be re-opened). See the FRIS website under ‘ Guidance Notes' Note 6 ' for more information.
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| 6 |
Can I save a requisition if I am interrupted? |
As long as a fully completed requisition is parked, it can be accessed at a later date.
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| 7 |
How can I access my purchase order?
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A PO is generated upto 5mins after the requisition has been work flowed throughout the complete approval process, the PO is emailed to the requisitioner. Your PO number are accessible under "Own Requisitions". |
| 8 |
Can I select my own delivery point? |
Please advise FRIS Support to add a delivery address to your user profile if a suitable delivery address is not available on the drop down menu in the requisitioning screen. |
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9
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Who receipts the goods if they are delivered to central stores?
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The original requisitioner should. No external deliveries are receipted by Central Stores. For prompt payment to suppliers, you must receipt your purchase orders if the goods and services delivered are in satisfactory condition and meet the terms of the Purchase Order issued.
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10
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We order gas internally. The price varies depending on how long we keep the bottle. How do I record variable costs?
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A blanket order/call-off order needs to be raised quarterly when unit price is constant, and actual delivery quantities should be receipted against the order. New lines can be added to a call-off/blanket order for variable pricing with the unit price.
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11
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Do email alerts get issued to Budget Holders each time a task requires approval?
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All users are sent individual email alerts. Budget Approvers can also log into Agresso at any time to view new tasks.
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12
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Are there alerts to everyone in the requisitioning workflow when a task is declined?
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Only the Requisitioner will be notified. However, the Budget Holder can query the audit trail of actions against tasks approved by them.
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13
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Can you receipt POs on behalf of others?
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Any user can receipt a purchase order but you should only receipt orders where you know the goods or services have been received. However, please note, that if a task alert has been sent by Agresso, then only the task owner can action the alert. ie: missing goods receipting.
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14
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How do I code an invoice?
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Confirm invoice, add account, subproject and VAT code. For more guidance view our video tip.
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15
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How do I return goods on the system?
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By using Agresso's Goods Return function. Contact FRIS Support for guidance.
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16
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Can a PO be amended? |
If a purchase order is wrong, it is normally best to raise a new one. However, If you have to amend a Purchase Order, please add a new line to the purchase order and make sure the PO is still open or else it is not properly amended, Guide attached.
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17
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What is the process for raising temporary staff requisition in Blanket order? |
Please follow the steps in quick card to raise a Requisition for temporary staff. |
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18
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How to raise an E-market order using punchout? |
Please follow the guide to raise a Requisition for E-Market order using Punchout. |
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Finance, policies & procedures
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1
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Does Agresso retain the supplier's bank account details?
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Yes, The supplier bank account details are held in the Supplier Masterfile under ‘Supplier Information' in the main Procurement menu.
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2
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Will I receive a reminder that I need to approve tasks?
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A reminder is issued three days after a task is issued for Requisitions and Goods Receipting tasks, but not for invoice discrepancies.
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3
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Do purchase orders need to be signed?
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No.
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4
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Can I raise a requisition retrospectively?
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Retrospective orders can be raised, but this is not good practice and for commitment accounting and accurate budget balances, purchase orders should be raised to commit to a transaction with a supplier before it is processed by a supplier.
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5
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Can I get a tax exemption certificate for my supplier?
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If the VAT exempt tax code is selected in the requisitioning screen. An exempt declaration is at the bottom of the Purchase Order, this is not signed, and the requestor declares that the goods are tax exempt.
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6
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Are there alternative routes of purchasing apart from raising a purchase order?
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Purchase Orders should be the main route for purchasing any goods for SGUL purposes. Purchasing cards are available for limited one off uses to suppliers who are not on Agresso and we are unlikely to use again.
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7
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Can Requisitioners self-approve?
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No, if the Budget Holder is also the Requisitioner such requisitions will be work flowed for further approval by an administrator/manager depending on spend value to maintain separation of duties for audit purposes.
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8
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Are all the subprojects available for all users to see and use?
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Yes, so budget-holders should be checking that any requisitions they approve are from a user they expect to be spending on their code as well as being appropriate spend and that the account code and VAT status are correct and within their budget.
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9
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Can budget balance be checked during requisitioning/ budget approval so that budgets are not overspent?
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Global reports are available to run enquiries under subproject codes which show balances at subproject level.
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10
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Can a single purchase order be raised for multiple suppliers?
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No, create separate purchase orders for each supplier.
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11
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Can I check if an invoice has been paid?
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Yes, Select the report module and then Requisitioners on Agresso. Click on Suppliers Enquiries. Type in the invoice no. and click on Search. T-A means a task alert has been sent out, T-B means it has been approved for payment (Payment is made every Tuesday) and T-C means it has been paid. For more guidance view our video .
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Procurement |
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| 1 |
Can multiple requisitions be raised to get around the thresholds? |
No. SGUL Procurement Policy and the Public Contracts Regulations 2015 must be adhered to by all staff. Failure to do so will be seen by the Auditors and gives potential suppliers cause for raising a legal challenge against procurement decisions. To estimate the value of the contract you must consider the whole of life of the contract (including any capital or consumables) over the contract term. For ongoing contracts best practice is to use 4 years. |
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2
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How can we obtain discounts from preferred suppliers?
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Primary suppliers will be on e-marketplace with the agreed discounts in place. Secondary suppliers are those that are on Agresso and may not have a contract in place but are regularly used by buyers. The principle of open competition is the best way to achieve discounts.
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3
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I manage a grant for a clinical trial and need to send money to country X, would I need to raise a requisition?
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Please check with your JREO contact on the process for that contract/grant. Requisitions generally need to be raised on Agresso for all orders with external suppliers regardless of the country the supplier is based in. Invoices with no corresponding purchase order will require retrospective purchase orders. Please note that Accounts Payable is now returning invoices to suppliers that have no corresponding Purchase Order number quoted.
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4
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Can I set up a new supplier?
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Yes. First, search for the supplier under ‘Supplier Information' or for the product required under ‘Product' in the standard requisitioning screen. A New Supplier Request form will need to be completed and submitted to Procurement for processing. Procurement endeavours to process new supplier requests within two business days. The second page of the ‘New Supplier Request Form' states the number of quotes you're required to send with your form. Don't forget to send the Supplier's Bank details on their company Letter Head.
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5
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What do I do if I do not want to use the preferred supplier?
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Speak to Procurement to discuss why you do not want to use the preferred supplier. The Requester must be able to demonstrate that an alternative supplier provides best value for money, usually by providing evidence of quotations or through a tendering process.
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6
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Are Internal Orders delivered?
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All Internal Orders will be delivered unless otherwise stated under 'notes' when raising an internal order. Please note: All dry ice buyers must be collected.
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7
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How will I know if my delivery has arrived at central stores?
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Check with Site Services, which is part of Estates and Facilities, for their distribution lead times on receipt of a delivery.
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8
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What is the ordering process for consignment stock?
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Consignment stock suppliers are external suppliers and therefore standard purchase orders will need to be created and taken down to Site Services for collection. Please do not fax consignment stock orders to supplies as SGUL will be charged for delivery.
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FRIS Support |
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1
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Do I need a password for Agresso?
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No, it is single sign-on, once you are on the University network.
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2
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How can I set up a substitute for my periods of leave/absence or request it for someone else?
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Please speak to FRIS Support for guidance on nominating a substitute for someone else (including when it is appropriate to do so). How to set-up a substitute for periods of absence- Setting up your Substitute approvers .
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3
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How do I access the system from home
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When using your own computer, you should connect via the VPN and log on as usual . If it is a work laptop with direct access on it then you should sign into the portal and logon as usual or use Remote Desktop.
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