New Supplier Set-Up ProcessTraining Session

Contents

• Background & Introduction• Before Set-Up• What forms you need• Where to find the forms• How to complete the forms• Where to send the forms• What happens next?

Background & Introduction• Agresso is the University’s Financial management

system. • There are currently over 6000 suppliers on Agresso.

• 70% of the Suppliers on Agresso have not gone through an approved procurement process;

• Framework • Tender Process• Three Quote Process

• Process currently underway to reduce non-approved and ‘one-off’ suppliers off Agresso.

Background & Introduction• The Procurement Team receive on

average 21 new supplier set up applications each month.

• Of these, 70% are submitted to

Procurement incorrectly. Reasons include:

• Missing forms• Incomplete forms• Out of date forms• Procurement process missing (3 quotes etc.)• Supplier engaged before

Procurement approval• Forms submitted directly to Agresso

without Procurement approval

• This results in wasted time, delays in supplier set ups and additional costs.

Before Setting up a Supplier…..Please confirm the following information:

• What is the proposed value of your procurement?

• Under £1,000• Is there a current supplier on the approved list that can undertake this

service?• Is this a one off purchase? – can you use your departments credit card

to purchase this service or product?• If not, you would need evidence of 1 written quote prior to set-up.

• £1,000-£20,000• Is there a current supplier on the approved list that can undertake this

service?• If not, you would need

• A. Evidence of 3 written quotes prior to set-up. • B. Go via a Tender Process• C. Go via an approved Framework Consortium

• £20,000 - £172,000• A. Go via a Tender Process• B. Go via an approved Framework Consortium

• http://www.fxplus.ac.uk/work/procurement/how-order

What Forms do you need?• 1. The Supplier Application Form

• This must be sent to the Supplier to be completed and signed.

What Forms do you need?• 2. Supplier Banking Details on Headed Paper.

• The Supplier must send a copy of their banking details on headed company paper .

What Forms do you need?• 3. Tax Assessment Form.

• The Supplier must Fully complete a tax assessment form if they are

not a limited company or VAT registered .

What Forms do you need?• 4. Internal Supplier Creation Request Form.

• The Originator of the request must complete this form.

Where to Find the Forms?• All forms can be located via the New Supplier Request section of the

Procurement web page. Please note there are separate Supplier Application & Tax Assessment Forms for Falmouth University and Falmouth Exeter Plus.

• http://www.fxplus.ac.uk/work/procurement/new-supplier-requests

How to Complete the Internal Supplier Creation Request Forms.

Your Name

Your Cost Centre

Date

Budget Holder Name

Name of Supplier

Name of Contact

Full Supplier Address

How to Complete the Internal Supplier Creation Request Forms.

Supplier Telephone Number

Invoice E-mail Address

Alternative E-mail

Web-Site Address

Drop Down menu- Select one

Are you Likely to use this supplier again?

If not in Drop Down, please enter a category

What is the predicted spend for the product or services?

Drop Down menu – Select One

Tick to confirm documents are available

If Different to our standard30 day payment terms.

Where to Send the Forms?• Once all forms have been completed:

• Supplier Application Form (Supplier Completion)• Supplier Banking Details on Headed Paper (Supplier Completion)• Supplier Tax Assessment Form (If Necessary) (Supplier Completion)• Internal Supplier Creation Request Form (Originator to Complete)

• Then Please e-mail them to Procurement@fxplus.ac.uk with the heading ‘New Supplier Application’

What Happens Next?• Once all Forms have been received, they are checked and authorised by

Procurement and forwarded onto the Finance team for final approval and Agresso Set-up.

• Once reviewed and approved by the finance team. The application is processed (normally within 24 hours) and a new supplier code is created. This information is then issued to Procurement and the originator of the New Supplier Application and a purchase order can then be raised.