Procurement Module FAQ

Frequently Asked Questions for the Agresso Procurement Module

General

How do I get access to the Agresso Purchasing system?

Does the system work from home?

What is Punchout?

I have read the FAQ section, where can I find further information?

Requisitions 

What is a Requisition? 

Should I add VAT to my Requisition?

What is the difference between a Requisition number and a Purchase Order number?

Can I approve my own Requisition?

How do I amend a Requisition?

Can I divide the costs of a Purchase Order between different grants or cost centres?

How do I check the workflow status of a Requisition?

What is the procedure if I need to Requisition from a cost centre or project that I don't have access to?

What are internal orders?

Purchase Orders

What is a Purchase Order?

How long does it take for a copy of the Purchase Order to be emailed to me?

How do I amend a Purchase Order?

I created a Purchase Order for my department and now I am being asked to approve the invoice associated with the order, why?

How do I view my Purchase Order on Agresso?

What does status ‘Finished’ or ‘Closed’ mean on a Purchase Order?

How do I cancel a Purchase Order?

How do I know when a Purchase Order has been e-mailed to a supplier?

Invoices

How do I check the workflow status of an invoice?

Who approves the invoice?

Do invoices still need to be coded and signed?

How is the invoice processed for payment?

Will we still receive physical invoices to authorise for payment?

Can I check to see if an invoice has been paid on the system?

Will I receive a reminder that I need to approve a task?

Suppliers

Does the supplier I wish to deal with exist on Agresso?

Where can I find a list of Suppliers on Agresso?

The supplier I wish to use is not on Agresso, can they be added to the system?

The supplier I wish to use is currently parked (inactive on the system). How do I get the supplier reactivated?

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How do I get access to the Agresso Purchasing system?

You will need to complete the procurement user access form.  The form needs to be signed off by your budget approver and then emailed to agressosupport@ucc.ie.

The Procure to Pay Process Guide needs to be reviewed before purchasing goods or services. The Guide outlines the six steps required when purchasing goods and services in UCC. It is important that users of the Agresso System understand the required order of these six steps, and the associated policies and procedures needed for each step. The guide can be found at the following link.

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Does the system work from home?

Yes, first you will require access to the University's network. Please note that once you access the network you must use your usual Agresso username and password to login to the system. On the Agresso website, select Remote Access link to Agresso. You will then be presented with a page that asks for a name & password. Enter your UCC email address, the name and the password is the same as your UCC email password. When you have successfully submitted those details you will view an updated window with the word 'Agresso', click on this and then enter your Agresso login details as provided by the Agresso Support Desk.

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What is Punchout?

This is an e-procurement application that enables staff to access a Supplier’s Website from within Agresso. On the Requisition entry area, there is a ‘Punchout’ tab, and when you click on this and ‘Go Shopping’, you essentially leave or ‘punchout’ from Agresso and enter the Suppliers Web-based catalogue to locate and order products. Currently, our largest suppliers are set up for this function on Agresso; Codex; Sigma Aldrich; Farnell; Radionics; Dell, Kylemore and Datapac. Additional guidance on Punchout Ordering may be found here

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I have read the FAQ section, where can I find further information?

There is a ‘How To’ section on our website, which offers online demos and printable guides for the online Procurement module on Agresso.  However, should you have any outstanding queries regarding access or use of the system, please do not hesitate to contact us at agressosupport@ucc.ie.  If you wish to query a supplier set up then you should first check with procurement@fin.ucc.ie . If you wish to query invoice payments then contact ap@ucc.ie , if you have a softcopy of an invoice please forward to invoice@ucc.ie    

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What is a requisition?

A requisition is a request for goods or services. Requisitions under 250 euros are auto approved. Requisitions over 250 euros go for approval to the relevant budget holder. When requisitions are raised they have to be charged against a project or cost centre. The budget holder is the relevant project or cost centre manager.

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Should I add VAT to my requisition?

Requisitions should always be created without VAT. VAT is generated by the agresso system as needed.

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What is the difference between a requisition number and a purchase order number?

A requisition number is generated when a requisition has been saved and the number range begins with 200.  When a requisition has been approved, a purchase order number will be assigned with a number range beginning with 100. A requisition is akin to an internal request, and once it is completed it changes to a Purchase Order which is the document sent to suppliers, it is the order number then which is used to pay invoices.

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Can I approve my own requisition?

No, for financial auditing purposes you cannot approve your own requisition, even if you are setup to deputise for the Cost Centre approver, a clear division of duties is required in this instance.

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How do I amend a requisition?

A requisition can only be amended by the user when it has not yet been approved. You need to ask the budget holder to reject the requisition back to you and amend as needed. Requisitions under 250 euros cannot be amended as they are auto approved.

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Can I divide the costs of a Purchase Order between different grants or cost centres?

Yes. Please see the following guide.

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How do I check the workflow status of a requisition?

You can check the workflow of your requisition on your agresso account. Please see the following guide.

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What is the procedure if I need to requisition from a cost centre or project that I don't have access to? 

An email requesting the access on your behalf should be sent to agressosupport@ucc.ie by the person responsible for the budget being charged, i.e. the relevant project manager or cost centre approver.

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What are internal orders?

The Agresso system allows departments to procure from a small number of internal UCC departments. For further information, follow this guide

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How do I amend a Purchase Order?

You cannot amend a Purchase Order. If the PO is incorrect, you need to cancel the order with the supplier and email agressosupport@ucc.ie.

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How long does it take for a copy of the Purchase Order to be emailed to me?

Once a Purchase Order has been generated from an approved requisition, it is usually emailed within 15 minutes to both the requisitioner and the supplier.

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I created a Purchase Order for my department and now I am being asked to approve the invoice associated with the order, why?

The staff member who created the requisition and subsequent Purchase Order is asked to approve the invoice. This is because the requisitioner can verify that the goods/service has been received and that the invoice amount is correct. After the requisitioner approves, the invoice then has to be approved by the budget approver. The budget approver does not receive the invoice for approval until after requisitioner has approved.

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How do I view my Purchase Order on Agresso?

Please see the following guide.

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What does status ‘Finished’ or ‘Closed’ mean on a purchase order?

A Purchase Order shows as ‘Finished’ when it has been used to pay an invoice and the full amount on the PO has been exhausted. A PO changes to status ‘closed’ if there has been no activity against it for 90 days, i.e. no invoice has been linked to it. Agresso Support can also ‘Close’ Purchase Orders upon request from departments, these cancelled orders cannot be reopened.

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How do I cancel a Purchase Order?

If you wish to cancel a Purchase Order you must first inform the Supplier and then request agressosupport@ucc.ie to close the order on the system. Cancelled Purchase Orders cannot be reopened so ensure that you wish to take this action before you contact Agresso Support.

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How do I know when a purchase order has been e-mailed to a supplier?

The purchase order is emailed both to the requisitioner and the supplier. The Supplier contact person will appear in the ‘To’ field on the email. If there is no email address on file for the supplier then you will receive an alert to let you know this.

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How do I check the workflow status of an invoice?

Please see the following guide.

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Who approves the invoice?

All invoices will seek initial approval from the person who originated the order (i.e. the requisitioner) and then go on to seek approval from the budget holder. Additional approval is needed for amounts over 25K, 50K, 100K and 250K. Please contact your college analyst or agressosupport@ucc.ie regarding the additional approval needed for these amounts.

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Do invoices still need to be coded and signed?

No, if an invoice is the result of an order created on Agresso then it no longer requires coding or signing. The account codes are already linked at the requisition stage and the departmental approval is sought electronically so if you do receive an invoice referencing an Agresso PO number from a supplier, send it to Accounts Payable directly.

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How is the invoice processed for payment?

All invoices should be sent to invoice@ucc.ie. Once processed by Accounts Payable, the requisitioner will see the invoice approval listed in their agresso ‘tasks’. After initial approval by the requisitioner, the invoice will go for final approval to the budget holder.

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Will we still receive physical invoices to authorise for payment?

Yes, we are encouraging Suppliers to send their invoices directly to the Finance Office but some companies are sending them to the department, the invoices need to find their way to Finance and then electronic approval is required from the individual departments/projects.

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Can I check if an invoice has been paid on the system?

Yes, you can check on your agresso account. Please see the following guide.

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Will I receive a reminder that I need to approve a task?

Yes, email alerts are sent from the system when items such as requisitions or invoices require approval on Agresso. Invoices approvals may be sent weekly until approved to avoid late payments.

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Does the supplier I wish to deal with exist on Agresso?

If the supplier has received a payment from UCC since October 2008 then they are set up on the system.  If this is the first time anyone has used this supplier then they will need to complete the Supplier Request Form and return it to procurement@ucc.ie . You can search for suppliers on the Requisition Standard screen or use the dedicated report, see Find a Supplier on Agresso Guide.

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Where can I find a list of Suppliers on Agresso?

You can find all suppliers currently on the system when you log in to Agresso in either the Reports area under Procurement/Purchasing Reports or within the Requisition entry screen itself in the Procurement area. Please see the following guide.

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The supplier I wish to use is not on Agresso, can they be added to the system?

If this is a new supplier, they will need to complete the Supplier Request Form and return it to procurement@ucc.ie

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The supplier I wish to use is currently parked (inactive on the system). How do I get the supplier reactivated?

Suppliers which have not been used for 18 months are deactivated automatically. If the supplier is on the system but 'parked' i.e. deactivated then please email procurement@ucc.ie to request reactivation. Please note that Agresso Support cannot reactivate suppliers.

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Agresso Support

Tacaíocht Agresso

1st Floor, Kane Annexe, University College Cork

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