supplier information search - web viewlog into agresso web. click on the...

Agresso Process & Procedures Agresso Support Team – Finance [email protected] 55010

SuppliersContents

Supplier Information Search................................................................................................................................... 1

Amending a Supplier Record.................................................................................................................................. 3

Entering A new supplier.......................................................................................................................................... 7

Supplier Workflow Enquiry.................................................................................................................................... 15

Michelle Williams M4 Version 1.0 Updated: Dec 2014 0


Supplier Information Search

1. Log into Agresso Web2. Click on the ‘Procurement’ menu, under the Supplier Information click ‘Suppliers’

3. Click in the Lookup field

4. Type in a word from the supplier’s name. The look up field will give you results of all supplier names that include what you have typed in a list below. Select the name from the list by clicking on it when you see the one you want. If you can’t find the supplier you are looking for try different words within the name. Watch where you have suppliers with ‘Initials’. It will depend on how these have been input to how you can find them, for example ATS could be enter ATS, A.T.S or A T S.



5. Alternatively you can click on the search field box, , to the right of the field. This will open a new screen as shown below.

a. Enter what you require to search from the supplier name in the search field. The system will automatically assume wildcards at both the beginning and end of what you have typed and show the results accordingly when you click the search button.b. If using the ‘Advanced’ search criteria to search on specific information such as bank account number you will need to be exact or use the wildcard * character.c. Double click on the line showing the results of the supplier you want to select it. This will close this screen and populate the main supplier screen with your selected suppliers details.

NOTE – You can see if a supplier is active and able to be used in the Payments Tab. If the supplier is parked or closed you will not be able to enter requisitions against it. If you wish to re-open a supplier see ‘Amending a Supplier Record’ section.


a.

b.

c.


Amending a Supplier Record

1. Click on the Procurement menu button and select ‘Suppliers’ under the Supplier information heading.

2. If you know the supplier ID, enter into the look up field and tab, if not follow the ‘Supplier Information Search’ section.

3. Update the details of the supplier in the fields as required. If there are already details entered that require changing, over type the text. If you want to activate a closed or parked supplier - Go to the Payment tab and update the status to ‘Active’, please ensure in these cases you have checked the supplier details are up to date and amend where necessary.



4. Ensure you add a note to the supplier under the ‘Supplier’ tab to explain why you made the change. Where notes already exist ensure you add your notes at the bottom and do not overtype existing notes. Start your note with today’s date to distinguish it from previous notes. This is for the procurement team when they come to approve the changes.

5. Click the ‘Save’ button at the bottom of the screen, you will get a message in green at the top of the screen to confirm it has been saved.



6. Use the paper clip button ( ) in the top right corner to attach all documentation e.g. letterhead etc used for checking and amending the supplier details.

7. In the screen that opens click ‘Add a document’

8. In document type menu and select ‘Supplier Additional Info’.Click the ‘Upload’ button and find your document from the directory location it is saved in. You can enter a document description if you require.

9. Click the ‘Save’ button. Your document is now attached and will show in the documents box.

10. Close this screen by clicking the cross in the top right hand corner.



11. The details on the supplier will not automatically update until this has been approved through workflow. If you clear the screen (by clicking on clear button at the bottom of the screen) and re-enter the supplier ID (or look up the supplier) you will now see that the original supplier information is showing. A note at the top of the screen shows that there are changes awaiting approval.

12. You can check the progress of the changes by clicking on the workflow map button on the bottom of the screen.



Entering A new supplier

Important note before you startPrior to entering a new supplier please follow the ‘Supplier Search’ process to ensure the supplier is not already set up. If it is and is not currently available to use, check the status under the payments tab. Follow the ‘Amending a Supplier Record’ section to request re-opening the account. Once you are confident that this is a brand new supplier to the University you can start to enter the details of your supplier.

Please note you will need the following details from your supplier before you can set them up; Trading name Company registration number (only required if a UK registered company) VAT Registration number (only required if UK VAT registered) Address for remittance advice including email for remittance advices Email address for sending Purchase Orders to Currency for payments e.g. Sterling, Euro etc. Bank Account details for payments (sort code & account for UK banks / IBAN, SWIFT or Routing Code

for Foreign banks)

1. Click on the Procurement menu button and select ‘Suppliers’ under the Supplier information heading.



2. Click on the ‘New’ button at the bottom of the screen

3. Enter the supplier details as follows;

a. Supplier Name - Enter the supplier name, ensure this is the suppliers full official name.b. Supplier Group – Select from the drop down menu depending on your supplier type, most will be under Standard supplier – these are for UK paid suppliers.c. Country – For UK based suppliers leave as United Kingdom. For foreign supplier please select the country from the list where the supplier is based.d. Company registration number – Enter the UK company registration number. If they are a foreign supplier enter ‘FOREIGN’ if they don’t have a UK registration number enter. For Charities enter the registered charity number. If they don’t have a number enter ‘NONE’e. VAT Registration number - Enter the GB Vat number (please do not enter the ‘GB’ if quoted just the number). If the supplier is foreign or not UK VAT registered please leave blank.f. Roll/Short - Enter the supplier’s postcodeg. Notes – Enter here the person who has requested the supplier, the reason the supplier is required, what type of goods/service the supplier will be used for and the expected contract value (with the period this amount is for e.g. per year or for one year only)


a.

b.

c.

d.

e.

f.

g.


Completed example shown on next page.

4. Click on the ‘Contact information’ Tab at the top of the screen.



5. Click on the ‘Add’ button under the ‘Address’ heading to open the address fileds for input and enter the details as below;

a. Street Address – Enter the first line of the address, if the address has more than one line before the town, you can add a line here by holding the shift key and hitting the return key.b. If a foreign supplier, select the country here for where the payment goes to. Although you may enter an address for the supplier as a foreign country if they are paid by BACS to a UK bank you will need to leave this as ‘United Kingdom’ only change this if the payment will go to a foreign bank.c. Post Code – Enter the Post coded. Town/city – Enter the Town or citye. County – Enter the county (or town e.g. Manchester or Greater Manchester or Lancashire)f. Telephone – Enter the suppliers main telephone contact number (a second telephone contact number can be added under Telephone 2 and a fax no. if required but not necessary)g. E-mail - Enter the email address for sending remittance advices toh. Reference point, Name & Position – If the University has a specific contact with the supplier for the Universities account the details can be entered here – these are not necessary

6. Click the Add button again under the ‘Address’ heading. In the Address details below you will see the fields have cleared (the previous details have not been lost and you can see them in the table directly under the ‘Address’ heading). Change the address type from ‘General/Term’ to ‘Purchase Order’ and tab. Enter the email address for Purchase orders to be sent to at the supplier in the E-mail field.

Completed example shown on next page.


a.

b. c. d.

e.

f. g. h.


7. Click on the ‘Payment’ tab at the top of the screen.8. Enter payment information as detailed below;

If the bank account given is a UK bank account, fill in as follows;a. Pay method –Leave as BACS.b. Bank Account – Enter the UK bank account, it should be 8 numbers, if you have only been given 7 enter a lead zero.g. Sort code – Enter the sort code e.g. 123456 (do not enter with hyphens e.g. 12-34-56)

If the bank given is a foreign bank account, fill in as follows;a. Pay method – Change to International Transferc. User Ref – If you need to quote a particular reference on the payment enter here.d. Account name – Enter the account name heree. IBAN – This is mandatory if the payment is to a country in the EU (if not leave blank)f. Swift – This will be used if the country is outside of the EU


a. b. c. d. e. f. g.


9. Click the ‘Save’ button at the bottom of the screen. A supplier ID number will then be assigned.

DO NOT EXIT THE SCREEN AT THIS POINTAll documents from the supplier, with details used in the set up must be attached to the record

10. On the ‘Supplier’ tab, click in the supplier ID field where it says it now shows the Supplier ID.

11. Click the paper clip button in the top right corner to attach all documentation e.g. letterhead etc used for checking the supplier details.

12. In the screen that opens click ‘Add a document’



13. In document type menu select ‘New Supplier Set Up Info’

14. Click the ‘Upload’ button and find your document from the location you saved it. You can enter a document description if you require.

15. Click the ‘Save’ button. Your document is now attached and will show in the documents box.

16. Close this screen by clicking the cross in the top right hand corner.

17. The new supplier will not be available until this has been approved through workflow. If you clear the screen (by clicking on clear button) and enter the supplier ID given or look up the supplier you will not be able to see any information.

18. You can check the progress of the changes by following the supplier workflow enquiry section



Supplier Workflow Enquiry

If you want to check on where a new or amendment to a supplier is currently at you can click enter the supplier screen enter the supplier ID in the look up and tab. Click on the Workflow map button at the bottom of the screen to see where this is sat in the process and who it is with.

Alternatively, you can use the Workflow Enquiry screen;1. Go to the procurement menu, click on ‘Workflow enquiry – Supplier’ under the Supplier information

heading

Use the enquiry filter to refine your search

Click on the Map Icon to the left of the supplier update you want to view


If Active selected will show you only items currently in workflowIf Historical selected will show approved & finished items

supplier information search - web viewlog into agresso web. click on the...

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