Frequently Asked Questions
Q. What do I do if the supplier is not on the agresso system?
A. Please complete form QF62 – New Supplier Request Form to add a new supplier to the Agresso System. The form can be found here: http://www.ucc.ie/en/procurement/procurementforms/ Forms are required to be completed in full and forwarded to firstname.lastname@example.org.
Q. How can I use the credit card?
A. Only legitimate business expenses can be charged to the Procurement Credit Card. Please complete the credit card form QF40 – Credit Card Purchase Request Form which can be found here: http://www.ucc.ie/en/procurement/procurementforms/ The form is required to be completed and supported by a written quotation. Once the completed form and supporting document is submitted to the Procurement Office, it will be reviewed and authorised where valid. The requester will then be informed of acceptance and an appointment will need to be made in the Procurement Office to proceed with the actual transaction.
A copy of the receipt/invoice must be sent/retained by the Procurement Office. Credit card details are issued per transaction and must be destroyed after each transaction. Paypal, Amazon, Ebay, purchase of gift card/vouchers usage is not permitted. The card number will not be released over the phone or email to prevent fraudulent use. Unauthorised use of the Procurement Credit Card will result in a formal report sent to your Manager/Head of Dept., Finance and Human Resources. Please see the website for more details:
Q. What is the procedure for raising a purchase order?
A. You can find details of purchase order procedures on our website at:
Q. How do I know if I am required to tender for a purchase of goods/services?
A. Please go our website for up to date procurement policy and procedures:
You can also find the current the procurement value thresholds here: http://www.ucc.ie/en/procurement/procurementvaluethresholds/
Q. My requirement for purchase of goods/services is over the threshold, what do I do now?
A. Please contact the Procurement Office for clarification of your requirements. You will be asked to complete form QF03 - Tender Request Form together with QF07 - Conflict of Interest and Confidentiality Form which can be found here:
Please also see our Tendering Process Flowchart: FC 06 Tendering Process Flowchart
Q. My requirement for purchase of goods/services is under the threshold, what steps do I take to ensure I am following best procurement practice?
A. Please familiarise yourself with our Steps in Below Threshold Procurement guidance document: FC 05 Steps in Below Threshold Procurement
It is the Departments responsibility to retain all procurement records in relation to their procurement activities. These should be stored in a central location that may be easily retrieved at a later stage for auditing purposes.
Q. I need to purchase goods but I do not know if there is a Contracted Supplier already set up. Where can I get that information?
A. You can find details of the UCC Contracted Suppliers on the website at http://www.ucc.ie/en/procurement/ucconly/
Q. Where can I find the agresso codes?
A. Agresso Account (Product Codes) can be found here: http://www.ucc.ie/en/agresso/codes
Q. How do I find a supplier on agresso?
A. Guidelines can be found here: Finance Office, Agresso Guidelines
Q. When and how can we organise a sundry payment?
A. Only payments of less than €1,000 may be paid as a sundry payment. A sundry payment can only be paid once to a given supplier in a 12 month period. Therefore, if UCC paid a particular supplier during that timeframe already, then the supplier will need to be set-up through the normal Supplier Set-up Procedure on the Agresso system and paid accordingly.
Any supplier that may have Professional Services Withholding Tax (PSWT) applied to a payment cannot be paid as a Sundry supplier and must also be paid through the standard Agresso invoice procedure. Please contact email@example.com if you have any queries in relation to making such a payment.