Procurement Module FAQ

How do I get access to the Web Purchasing system?

What is a Requisition?

What is a Purchase Order?

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

Does the system work from home?

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?

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?

How long does it take before I get a copy of the PO emailed to me?

How do I amend a requisition?

How do I amend a Purchase Order?

Can I approve my own requisition?

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

What is the procedure if I need to requisition from a cost centre or project to which I do not have access?

What is Punchout?

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?

What are internal orders?

Do invoices still need to be coded and signed?

How is the invoice processed for payment?

Who approves the invoice?

How do I check the workflow status of an invoice?

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?

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

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How do I get access to the Web Purchasing system?

You shoud contact the Agresso Support office to obtain access or ask your Head of Department/Project Supervisor/School Manager to request this access for you.  A Procurement Access form will be provdided by Agresso Support Office where you will be asked to provide details of your delivery address/contact information and specific cost centre or project codes that you can make purchases against.

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What is a requisition?

A requisition is a request for goods or services which upon approval (under €250 is auto-approved) is converted to a Purchase Order which is then emailed to the Supplier. 

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What is a Purchase Order?

This is a document generated by the staff member that authorises a purchase transaction, when accepted by the supplier it becomes a binding contract on both parties.  A P.O. may contain quantities, descriptions of goods, terms & conditions and prices.  A P.O. number is an important reference for both buyer and seller.

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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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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 be presented with a page that asks for a name & password, enter your UCC email address for 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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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 found on the Procurement Website and return 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 New Supplier Request Form

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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 login to Agresso in either the Reports area under Procurement/Purchasing Reports [Is the supplier on Agresso?] or within the Requisition entry screen itself in the Procurement area.  In the requistion entry screen, select the search button next to Supplier (blue box with 3 white dots), this opens the search area, enter the name of the Supplier and click on Search.  In the report option enter the supplier name in the 'name like' field using an asterisk * before and after the text and click on Search.

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

To add a supplier with whom you wish to conduct business to the Agresso system, please complete the Supplier Request form, http://www.ucc.ie/en/procurement/procurementforms/  and return to the Procurement Office, College Road, email procurement@fin.ucc.ie .

*Before completing this form, please ensure the supplier is not already on the system by searching the Find a Supplier on Agresso Guide'located in your Procurement Reports on Agresso: If the supplier is on the system but 'Parked' i.e. deactivated (suppliers which have not been used for 18 months are deactivated automatically) then please request the Procurement office to activate.

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

Yes. When you create a requisition you can divide the costs by selecting the item ‘split row’ under the GL Analysis on the Requisition entry screen and then input the cost centre/project codes and amount as required.

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How do I check the workflow status of a requisition?

You can check the workflow of a requisition, i.e. see who must approve it or when it has been approved, by going to Workflow enquiry – Requisitions within the Requisitioning Folder.  Type in the RequisitionNo in the appropriate column and click on Search.

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How long does it take before I get a copy of the PO emailed to me?

Once a Purchase Order has been generated it will be emailed directly to the Supplier and copied to the person who created the initial requisition.  Once approved it is usually emailed within 15 minutes to both parties. You will also be able to locate the Pdf copy on Agresso under Procurement/Purchase Orders/Order amendment/confirmation.  [Note if a requisition is successfully saved and is under the value of €250 then a PO will automatically generate, however a value greater than this will require budgetary approval from the appropriate staff member]

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How do I amend a requisition?

A requisition can only be amended by the user if the value is greater than €250, because in this case it goes for approval to the budget-holder who can then reject the requisition to allow amendments.  Agresso Support can advise further on this.  Once a requisition has been approved it cannot be amended.

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How do I amend a Purchase Order?

You cannot amend a Purchase Order, but if you email agressosupport@ucc.ie quoting the PO number and the changes you require then they will be able to assist you.

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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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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 therefore raised the Purchase Order is asked to approve essentially to ensure that the invoice fairly represents what was agreed between the department and the supplier in terms of the order.  This step is somewhat like a Goods Received notification.  Approval of the invoice at this stage does not mean payment, the invoice has to be approved by the Budget Approver (Head of Department/Project Manager) before that happens.  The budget approver does not receive the invoice for approval until the requisitioner has approved on their side.

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What is the procedure if I need to requisition from a cost centre or project to which I do not have access?

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 Project leader or Cost Centre approver.

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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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How do I view my Purchase Order on Agresso?

The Purchase Order will be automatically emailed to you by the system, it is saved as a PDF file You will also be able to locate the Pdf copy at any stage on Agresso under Procurement/Purchase Orders/Order amendment. When you go to this area, type in the order number you wish to view (or if unsure of the number search using the search option), then click on the Documents icon above the OrderNo field to view the hardcopy.  There is a video demo on this under the How to section on the Agresso Support website http://www.ucc.ie/en/agresso/howto/procurement/ 

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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 P.O. 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 for whatever reason you must 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?

You, the requisitioner, will be copied on this email.  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 so you can contact the company or trader directly.

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What are internal orders?

The Agresso system allows departments to procure from a small number of internal UCC departments.  There are some key differences for internal orders and further details are available under our 'How to' section, specifically here  

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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 P.O. number from a supplier just send it to Accounts Payable directly.

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How is the invoice processed for payment?

The physical invoice should be passed to the Accounts Payable section (increasingly Suppliers are sending invoices directly to Finance) with the Finance Office, whereupon it is registered and scanned by the Accounts staff on to the Agresso system.  Once processed in Accounts Payable, electronic approval is sought from the requisitioner in the first instance and once approved at that stage will automatically go for final approval from the person responsible for the budget which is being charged.

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Who approves the invoice?

As mentioned above, invoices will be approved electronically (physical invoice goes to Finance Office).  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.  Invoices over €25,000 will require additional approval from the Head of Discipline associated with the project or cost centre which is providing the budget as well as the Procurement Manager.  Invoices over €50,000 will result in additional approval from the Head of School; over €100,000 will require approval from the Head of College; while invoices over €250,000 will need approval from the Bursar/Chief Financial Officer and the President of the University.

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How do I check the workflow status of an invoice?

Expand the Procurement Invoices folder, click on Workflow Enquiry-Purchase Invoices.  Enter the Order number (PO number) in the appropriate field and click on Search.

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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 this on the Reports area of Agresso, under Procurement/Purchasing Reports/PO Invoice History.  Please see further details on the Purchasing reports on our ‘how to’ section here 

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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 approve to avoid late payment on behalf of the University.

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

There is a ‘How To’ section elsewhere 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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