AGRESSO SUPERUSER MANUAL Final 250612

Transcription

AGRESSO
SUPERUSER
MANUAL
JUNE 2012
Contents
Introduction ..........................................................................................................................3
Course Objectives ..................................................................................................................3
Using the FRIS SuperUser Form to Log Refresher Training .......................................................4
Using a Lesson Plan to Deliver Refreshers ...............................................................................6
FRIS Requisitioning .............................................................................................................. 21
Product Codes - The Importance of Using the Correct Codes................................................... 21
Blanket Orders – Correct Receipting of ..................................................................................... 21
How to Amend a Requisition ..................................................................................................... 23
Closing off a Requisition ............................................................................................................ 23
Checking if an Order has been Paid........................................................................................... 23
Suppliers with Multiple IDs ....................................................................................................... 25
Reasons for Terminating and Re-raising Purchase Orders ........................................................ 26
The Importance of Adding Delivery Charge lines to Orders ...................................................... 26
Delivery Address Update ........................................................................................................... 28
Useful Available Reports ........................................................................................................... 30
FRIS Approvers .................................................................................................................... 31
Delegated Reports ..................................................................................................................... 31
Substitutes ................................................................................................................................. 31
Explanation of Thresholds/Approval Levels .............................................................................. 32
Procurement Issues.............................................................................................................. 32
Importance of Raising Purchase Orders .................................................................................... 32
Adding new suppliers – Recent Development .......................................................................... 33
Single Tender Application.......................................................................................................... 33
E-Marketplace ..................................................................................................................... 35
Benefits of the E-Marketplace................................................................................................... 35
Accessing the Help Videos on Science Warehouse ................................................................... 35
Other Information................................................................................................................ 35
Help and Support ................................................................................................................. 37
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AGRESSO SUPERUSER MANUAL
Introduction
This SuperUser Manual has been put together by Procurement Services, FRIS Agresso Support and
IT Training and is designed for SuperUsers to use as a reference document following the once-ayear Agresso SuperUsers Course.
Course Objectives
It is the aim of the yearly ASC course to refresh Agresso SuperUsers’ knowledge and keep them
abreast of any new developments, updates and process changes to SGUL’s Finance and Research
Information System (FRIS) so that they can in turn pass this on to FRIS users within their
divisions/departments in the course of their duties.
Formal once-a-month requisitioning training and weekly Approver/Budget Holder training will
continue for new members of SGUL staff and for anyone in need of a refresher. The ASC however,
means that Agresso SuperUsers who deliver refresher training as part of their role are in a better
position to pass on up-to-date information.
It is intended that login set up requests for new members of staff will only be made by SGUL’s
formal trainers once the member of staff has completed the formal training course. However, login
requests from Agresso SuperUsers who have delivered refresher training will only be accepted if
the SuperUser has attended an ASC in the 12 months prior to the request being made.
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Using the FRIS SuperUser Form to Log Refresher Training
All super users are required to record any refresher training that takes place. This will give us an
accurate picture of how much training is taking place and by whom. It will also allow us to enable
accounts, for those whose accounts have been disabled due to non-use. Please see an example of
how to fill in the form below:
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How to Access the Training Environment
You will have the option to train others using the Training environment. It is accessible through the
portal or by using a direct URL as shown below.





Access Train 1 through portal.sgul.ac.uk/agresso or type http://agressotrain1.sgul.ac.uk./Agresso/System/Login.aspx directly into your address bar
Requisitioner username: training22 Client: SL password: agresso
2K approver usernames: skitchin Client: SL password: SKITCHIN
10k approver username: ebrown Client: SL password: EBROWN
Subproject code: 11683-10
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Using a Lesson Plan to Deliver Refreshers
It is recommended that those delivering training follow a lesson plan. Below are typical lesson plans used to deliver formal Requisitioning and EMarketplace training:
LESSON: FRIS Self Service
TOPIC: Requisitioner
Date: 2011
Aims: To be able confidently raise requisitions
Objectives: By the end of the session students will be shown:
Introduction- how to log in
The buying process –
Agresso Windows Raising a simple requisition Rejection task –
Tracking –
Copying How to raise a single line requisition using blanket and value
order/Blanket order posting cycle Workflow Enquiries How to raise a split line order
/NHS Supplier posting cycle Receipting –
Returned goods Summary Prior Knowledge Assumed:
None
Session
Duration
1
3hrs
6|Page
Time
30 -
Subject
Introduction /
Tutor Activity (inc H&S
checks and teaching
techniques / activities
Welcome learners
Learner Activity
Sign onto the computers
Resources
SGUL username and password
Go through outline
Listen
PPt – Housekeeping and objectives
Register on FRIS website
Fill in registration form
on Access the training
server
Online registration form
http://www.FRIS.sgul.ac.uk/training-1
Hand out the FRIS usernames
and passwords / reference
card and manuals
Look
Assessment
/
Differentiation
Q&A
Observation
Discussion
FRIS Usernames and passwords / data
sheet. Workbook & Quick reference
card
https://portal.sgul.ac.uk/agresso
Train 2
The process
The window
environment
Go through the process
Access the training server
and navigate the window
covering
 Module buttons
 Shortcuts
 Chevrons
 Expand & Collapse
 My Tasks
 Procurement
 Suppliers
Watch and listen
Slide 6
Watch and follow
Slide 7
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Time
5-
Subject
Raising a
simple
requisition
checks and teaching
List 5 things to do before
going onto Agresso
 supplier
 sub project
 Product
 cost
 When
Demonstrate how to raise a
simple multi line requisition
using info in Course
workbook exercise 1







Open up requisition
standard screen
Enter Supplier code
Enter sub project
code
Enter product code
Enter unit price and
quantity
Enter delivery date /
leave as default
Enter delivery charge
Learner Activity
Listen
Resources
Smart board, Computer
Slide 8
Follow demonstration
using workbook
PPT slide 9
Course workbook Exercise 1
Note down the
requisition number
Data sheet
Assessment
/
Differentiation
Q&A
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Time
15 -
Subject
How to deal
with rejected
requisitions
checks and teaching
Make sure dclark is logged in
on one of the computers and
reject the single line giving
the reason buy two boxes at
£13 each.
Learner Activity
Watch
Discuss and show ppt slide 10
the workflow and approval
levels
Discuss the possibility of the
order not getting approved
and how it is returned to the
requisitioner
Resources
dclark / DCLARK
reject requisitions
Assessment
/
Differentiation
Activity sheet
Discussion
One to one
PPT Slide 10
Go into task folder and
click on rejected task.
amend requisition
according to the
workflow log and
resubmit.
Exercise 1b
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Time
25 -
checks and teaching
Subject
How to open
Define all the fields and show
and copy a them how to open and copy
requisition
a requisition
How to raise a
single
line
requisition
using blanket
and
value
order/Blanket
order posting
cycle
Demonstrate raising a
requisition defining all the
fields creating a value line
requisition
 Requisition number
 Requisitioner
 Delivery date
 Status
 Period
 External ref
 Supplier ID
 Contact
 Delivery address
 Subproject
Create a blanket order line
explaining why the quantity
and Price have been switched
around
Learner Activity
Watch and follow
Resources
Watch and follow
Course Workbook
Exercise 2
Slide 11
Assessment
/
Differentiation
Listen, watch and follow
Note down the
requisition number on
data
Data sheet
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Time
10 -
Subject
Tracking a
requisition
with the
workflow log
checks and teaching
Discuss how to keep track of
the requisition using the
workflow log
•
•
•
•
10 -
How to raise a
split line order
/NHS Supplier
posting cycle

15
Break
Resources
Listen, watch and follow.
PPT slide 14
PPT slide 12 & 13
Requisitions
Workflow enquiry
• Supplier
invoice
• Purchase
invoice
Requisition no. or
search
Workflow in progress
Introduce Exercise 3 and
demonstrate creating the
first line


Learner Activity
Search for two
requisition no. from
exercise 1 and 2
Assessment
/
Differentiation
Explain GL Analysis
Copying a line copies
the GL Analysis
NHS posting cycle
Using dclark and ewilde
accounts authorise
requisition
Create other two lines by
themselves
Note down the
requisition number
Data sheet
break
Skitchin/SKITCHIN
Ebrown/EBROWN
Approve requisition
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Time
10 20 -
Subject
Requisition
enquiries
Receipting
checks and teaching
Show slide 14 and discuss
enquiry screens
Explain why receipting has to
take place
Demonstrate receipting on
PO no.2
 Open Receipt goods
screen
 Negative receipting
 Call down
Goods return
10 -
Summary
Explain why Goods return has Listen and watch
to take place
Objectives met
Answer questions
Q&A session
Fill in feedback form
Resources
PPT Slide 15
PPT Slide 16
PPT Slide 17
http://www.FRIS.sgul.ac.uk/training-1
REFLECTION
10 -
Learner Activity
Locate the PO no. for
requisition2
Open procurements
Purchase order
Goods receipts
Add P.O. no.
Assessment
/
Differentiation
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LESSON: Introduction to e-marketplace using Science Warehouse
TOPIC: Punchout Date: Jan 2012
Aims: At the end of this course you will be able use Science Warehouse to create a requisition:
Objectives To be able to use the e-marketplace punchout tab to order goods
By completing this workshop you will be able to:
Go through housekeeping rules
Register online- http://www.fris.sgul.ac.uk/training-1/fris-trainingregistration-form
Access Punchout
Access Science Warehouse
Basket / checkout /
Dashboard
Use the search tools (Compare, sort price & filter)
Drill down on a products page/ supplier and product info
Search for Oligos
Prior Knowledge Assumed:

FRIS Requisitioning course
Resources
Reference cards (Punchout)
Internet connection
Access to Train1 server with account IDs
Science Warehouse website
Punchout PowerPoint presentation
FRIS Registration and Feedback forms
Sub project code
Supplier code
Add favourites
Create saved baskets
Quotes
Manage Reports
Search for a PO
Feedback online- http://www.fris.sgul.ac.uk/training-1/fris-delegate-feedback-form
Session
On-going
Duration
Location
1hr
I:\Working Documents\Change Management & Training\End User Training\Quick
Reference Cards\Current
http://agresso-train1.sgul.ac.uk./Agresso/System/Login.aspx
Requisitioner username: training22 password: agresso
2K approver usernames: skitchin password: SKITCHIN
10k approver username: ebrown password: EBROWN
Subproject code: 11683-10
www.sci-ware.com
I:\Working Documents\Change Management & Training\End User Training\Trainer
Guides
http://www.fris.sgul.ac.uk/training1
11683-10
100027 (Fisher)
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Time
Subject
5
Introduction
Tutor Activity (inc H&S checks and
teaching techniques / activities





Welcome learners
Go through Housekeeping
Hand out reference guide and
root ids
Sign onto the computers using
root account ids
Fill in registration form on
http://www.fris.sgul.ac.uk/traini
ng-1/fris-training-registrationform
Assessme
nt /
Differenti
ation
Learner Activity
Resources


Punchout PPp



Reference cards
Root account IDs
http://www.fris.sgu
l.ac.uk/training1/fris-trainingregistration-form


Listen
Sign onto the computers using root
account ids
Fill in registration form on
http://www.fris.sgul.ac.uk/training1/fris-training-registration-form
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5
Access
Punchout
Ask purpose of e-procurement
 Introduce Science warehouse
(Liken to Amazon)
 Preferred suppliers Catalogues
 Show diagram of requisition
process via Punchout


Sign into FRIS Self service
Inform learner that new id will
be in the following format :
Username: Agresso Username
SL
Password: Username in uppercase
Q&A
Punchout PPp
http://agresso Log onto train1 server.
train1.sgul.ac.uk./Agres
http://agressotrain1.sgul.ac.uk./Agresso/System/Login so/System/Login.aspx
.aspx
 Username: trainee22
 SL
 Password: agresso
 If entering via website
www.sci-ware.com
Username: SGULusername
Password: welcome
www.sci-ware.com
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5
5
Complete
the process
Search for a
PO
Explain/Demo
 Open Requisition standard
screen
 Fill in the Requisition detail
using the supplier id 100027
along with 1168-10 as a
subproject code for training
purposes
 Click go shopping
 Search for centrifuge
 Select quantity 1 from Fisher
 Click add to basket
 Checkout
 Retrieve shopping and go to
requisition entry tab
 On the Punchout tab Generate
req
 VAT code
 Product text box
 Save req
 1 req for each supplier
Watch and do
 Open Requisition standard screen
Demo/Explain how to search for a
PO on SWL and FRIS
 Dashboard
 Type in PO number







Fill in the Requisition detail using
the supplier id 100027along with
11542-10 as a subproject code for
training purposes

Click go shopping
Search for centrifuge
Select quantity 1 from Fisher
Click add to basket
Checkout
Retrieve shopping and go to
requisition entry
On the Punchout tab Generate req



VAT code
Product text box
Save req

Watch
Punchout PPp
11542-10
100039 (Office depot)
or 100027 (Fisher)
http://agressotrain1.sgul.ac.uk./Agres
so/System/Login.aspx
www.sci-ware.com
Punchout PPp
www.sci-ware.com
Account detail
Username:sguladmin
Password:welcome
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5
10
Cancel a PO
Access
Science
Warehouse
Procedure to cancel a purchase
order
 Product page
 Supplier info
 Speak to the supplier
 Cancel on SWL (PO screen)
 Cancel on FRIS (Order
amendment)
 If supplier has packed and
posted then cancel through
goods return screen
Explain/Demo
 Home page
 Dashboard
 Saved baskets
 My orders
 Search bar
 Quotes
 Products
 Help
 My favourites


Watch

Watch
Punchout PPp
www.sci-ware.com
Account detail
Username:sguladmin
Password:welcome
Punchout PPp
Activity
sheet
Discussion
One to
one
www.sci-ware.com
Filters
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15
Use the
search tools
Explain different ways of searching
 Search bar
 Search for a product using
description (Centrifuge) or
catalogue no. (CEK-233021L)
 Drill down on a product use
CEK-233-021L
1. Information is provided by
the supplier
2. Go through tabs
3. PDF can be printed off via
view other documents PDF
Link
4. Related products and stock
availability

Demonstration: Search for
centrifuge rotor
1. Sort on Price –cheapest to
the top
2. Category filter- refines the
search
3. Compare products – select
three see side by side
4. Add to basket from there
 Search using product category
search
Centrifuge rotor
Watch
Punchout PPp

Search for a product using
description (Protein expression) or
catalogue no. (e1000s)

Drill down on a product use e1000s
1. Information is provided by the
supplier
2. Select picture to zoom in
3. PDF can be printed off via view
other documents PDF Link
4. Related products –essential for
some items available for
purchase.
www.sci-ware.com

Demonstration: centrifuge rotor
1.
2. Sort on Price –cheapest to the
top
3. Category filter- refines the
search
4. Compare products – select three
see side by side
5. Add to basket from there
 Search using product category
search
Centrifuge rotor
Last search
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5
3
Search for
Oligos
Add
favourites






Show video
Click on product
Order an oligo
Calculate price
Add to pot
Add to basket
Watch video

Product details page home to ‘
save to favorite’ link
To view favourites go to Dash
board

Find your product
Go to product detail page
Add to saved basket button
Name basket. To add more go
to product pages and put in
quantity required and then add
to template. Select existing
template or create a new one.
Can share baskets by adding
permissions and clicking edit
allows
And click update
To view your basket they are
accessible via the dashboard on
the homepage.





5
Create saved
baskets







Punchout PPp
www.sci-ware.com
Account detail
Username:sguladmin
Password:welcome




Product details page home to ‘ save Punchout PPp
http://agressoto favorite’ link
To view favourites go to Dashboard train1.sgul.ac.uk./Agres
Find your product
Go to product detail page
Add to saved basket button
Name basket. To add more go to
product pages and put in quantity
required and then add to template.
Select existing template or create a
new one.
Can share baskets by adding
permissions and clicking edit allows
And click update
To view your basket they are
accessible via the dashboard on the
homepage.
Punchout PPp
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10
Quotes







Explain best way to get a
quotation
Product details
Enter quantity
Click add to quote
Create new quote or add to an
existing one
Name
Request expires by
Select suppliers
Can change product detail or
add off catalogue item
Comments
Click post quote– sends quote
to suppliers
Show examples of replies



Questions & Answers
Go over objectives










Summary



Questions & Answers
Answer questions
Punchout PPp






http://www.fris.sgul.ac.uk/t
raining-1/fris-delegatefeedback-form
REFLECTION
5
Punchout PPp

Explain quotations
Product details
Enter quantity
Click add to quote
Create new quote or add to an
existing one
Name
Request expires by
Select suppliers
Can change product detail or add
off catalogue item
Comments
Click post quote– sends quote to
suppliers
Show examples of replies
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FRIS Requisitioning
Product Codes - The Importance of Using the Correct Codes
It is important that the most suitable product code is selected when raising a requisition as product
codes are:



Useful for enabling departments and the University generate spend reports for both
internal and external use in more defined levels of detail e.g. reporting on how much was
spent on Pipette pumps (LA27) or Cakes, pies and pastries (CA02). This level of detail is not
provided by using the general account codes to analyse spend.
Linked/mapped to the general ledger (i.e. where costs are allocated in SGUL’s accounts);
Linked/mapped to preferred suppliers for certain categories of spend (i.e. suppliers we
either have contracts with directly or are listed against the framework agreements of
consortia to which SGUL has access e.g. via LUPC membership;
Blanket Orders – Correct Receipting of
It is important to raise blanket orders correctly by:



Swapping ‘quantity’ and ‘price’ e.g. a blanket order for £100 could be raised as quantity 100
at £1 each.
Raising the order for a large quantity and receipting down as goods or services are delivered
e.g. 500 hours at £30 per hour and receipting against this quantity each week or month etc.
Raising the blanket order for a maximum of one financial year only (i.e. to be closed by the
31st of July of each year).
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When receipting orders, and blanket orders in particular, always remember to enter relevant
details in the ‘Reference’ field. This could be the week ending date for temporary staff orders, the
delivery note number for goods or the job number for services. It helps Accounts Payable in
identifying which receipt goes with which invoice by cross-referencing.
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How to Amend a Requisition
If the requisition has been saved but not approved, the requisitioner can open, amend and re-save
the requisition.
The amended requisition will go into workflow as normal for the necessary approval. Alternatively,
the requisitioner can contact the authoriser and ask them to reject the requisition rather than
approve it. Once rejected, the requisitioner goes to ‘My tasks’, selects the rejected requisition,
amends it as required and then resubmits it.
Closing off a Requisition
If the requisition has been saved, contact the authoriser asking them to reject the requisition. Go to
‘My tasks’ select the rejected requisition, and then click ‘Close’ to close it.
Please note that if the requisition has not yet been approved, the requisitioner may also be able to
close the requisition by opening it, changing its status to ‘closed’ and then re-saving it.
Checking if an Order has been Paid
You can either:

Go to Reports – Global Reports – Requisitioners Reports - Supplier Enquiry (Enter PO
Number in OrderNo field and click ‘Search’. The ‘Pay date’ is displayed in the 2nd column.
For a copy of the invoice, where available, click on the ‘Trans No’
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
Or check with Accounts Payable, if you have problems with the results from the above
query.
24 | P a g e
Also note the ‘Subproject Enquiry on Supplier’ link in the last column.
Use this link to find out which sub-project code/s the purchase order has been raised against by
copying the invoice number, clicking on the link, pasting the invoice no. into the relevant field and
clicking search.
Suppliers with Multiple IDs
Agresso only allows one ID per bank account number. This necessitates setting up suppliers who
have multiple bank accounts for various foreign currency/Sterling payments with more than one ID.
Due to globalisation, mergers and acquisitions, shared services etc. multiple IDs for the same
supplier is an occurrence that cannot be avoided but can be confusing when raising requisitions.
Procurement have worked with Agresso Support to insert a ‘Supplier Info’ column under the field
help for SupplierIDs in order to provide some guidance.
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Procurement Services is working with Accounts Payable and Suppliers that are brought to our
attention as having multiple IDs to:



Ensure the info contained in the ‘Supplier Info’ column is useful to requisitioners
As much as is possible, provide some guidance to help requisitioners select the correct
supplier ID for a particular transaction
Caution requisitioners to make further enquiries if there is any doubt as to which supplier ID
to use.
Reasons for Terminating and Re-raising Purchase Orders
Accounts Payable can only pay invoices when the supplier on the invoice and the supplier on the
Purchase Order match.
Requisitioners will need to take care in selecting the correct supplier. If there is any doubt the
supplier should be contacted.
Please note the availability of a Supplier Information folder under the Procurement tab. More
information about each supplier is held there.
The Importance of Adding Delivery Charge lines to Orders
Requisitioners should know whether or not a delivery charge is applicable before they create their
requisition. If there is a delivery charge then it should be added as a line item. This is to ensure
that:


They know how much they are paying (to ensure best value)
The invoice will match and can be paid
Non-matching invoices require more administration and waste time for the budget holder,
Accounts Payable and, potentially, the supplier.
26 | P a g e
Requisitioners should contact suppliers if necessary to check if a delivery charge applies and how
much it is.
On the e-marketplace, delivery charge information can be seen when searching for products,
against the product itself, by clicking ‘Delivery charge may apply. Click for details’ or under the
‘Delivery Information’ tab.
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Delivery Address Update
The Purchase Order template has been updated so that it is clearer and aids SGUL Site Services in
onward delivery.
Changes include:



Requisitioner name and delivery address (i.e. room number where that information is
available) appearing in the ‘Deliver To’ field
More room in the ‘Deliver To’ field to prevent our Postcode being cut in half
‘Order enquiries to requisitioner’ contact details is now more visible for the supplier and
holds telephone number and email address of requisitioner where that information is
available
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CURRENT TEMPLATE
PREVIOUS TEMPLATE
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Useful Available Reports
There are many useful and readily available ‘Global’ reports already set up in Agresso under:
Budget Holders Reports
Central Procurement Reports
Requisitioners Reports and
Research Reports
Running the ‘Orders by Product’ report (found under ‘Reports – Global Reports – Central
Procurement Reports’) shows all suppliers that have supplied product/services for a particular
product code. This can help with identifying potential suppliers.
‘Orders by Supplier’ will show all orders to a particular supplier.
If you require a report that is not already available, contact Agresso Support to set this up for you.
If the report is one that would be useful to others as well, Agresso Support will roll it out to all.
30 | P a g e
FRIS Approvers
Delegated Reports
Budgetholders/Principal Investigators can authorise FRIS/Agresso Support to give others access to
their Reports, each sub-project code report can only be assigned to one delegate.
Substitutes
Agresso supports delegation of tasks, including authorisation. Substituted delegation is per user
only, both the approver and their substitute(s) will be alerted to tasks. Users must have substitutes
set-up to cover their tasks when on leave or absence.
Setting up the substitute is a 2-step process:
1. FRIS support need to be provided with the names of potential substitutes associated with
your user credentials on Agresso; the list is then available via the Options menu on the
Substitute setup page
2. When you want someone on the list to act as a substitute, you select them from the list.
You then specify a time period during which they act as your substitute.
If you need to ask for a substitute for someone else (for example, if they’re away and out of
contact), you must get the request approved by a Divisional manager or equivalent before FRIS
support can action it.
Agresso Support will set up the permanent substitute/s if the approver does not use Agresso, the
request needs to come from themselves or the retrospective Divisional Business Manager/
Administrator or equivalent.
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Explanation of Thresholds/Approval Levels
SGUL Financial Regulations define what levels of authorisation are needed for financial transactions
and these authorisations are reflected in Agresso workflows. In summary, the principles and the
limits are as follows:
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Any spend on a subproject must be authorised by the budgetholder for that subproject. For
research subprojects, the budgetholder is the Principal Investigator (PI).
For purchases up to £2,000, the budgetholder’s authorisation is sufficient
For purchases over £2,000 a further financial authorisation is needed. The authoriser
depends on the value of the purchase as follows:
 £2001 to £10,000 – senior divisional administrator, or equivalent (Estates & Facilities
threshold is £2001 to £6,000)
 £10,001 to £50,000 – Head of Division, Divisional Business manager, or equivalent
(Estates & Facilities threshold is £6001 to £50,000)
 Over £50,000 – Director of Finance and Resources or equivalent.
Procurement Issues
Importance of Raising Purchase Orders
It is important to raise purchase orders when procuring goods and services for the following
reasons:
 It is a requirement of SGUL’s purchasing policy
 Budgetholders are able to check sufficiency of funds for the requisition
 A PO is a legally binding document which provides suppliers with proof that products or
services were ordered
 Aids commitment accounting – Budget holders are better able to track expenditure and
outstanding commitments
 Aids high level reporting of University Spend e.g. spend by product, spend by supplier
 It aids cashflow monitoring by allowing Finance to know how much will have to be paid out
during a certain period of time
 Provides a record of commercial activity at individual, departmental and divisional levels
 It provides a written authorisation for a seller to provide goods or services at a specified
price
 Provides the requisitioner something to check against when the goods arrive
 Leaves an audit trail for accountability
 It avoids payment delays when a supplier quotes the relevant PO on the invoice
Prior to engaging with any supplier, you must ensure that you have complied with the purchasing
policy and that the supplier is set up on Agresso unless payment is to be made by purchasing card.
32 | P a g e
This allows Accounts Payable and Procurement Services carry out
necessary checks to ensure legitimacy.
Please note that first time payments to individuals need to be checked in advance with the SGUL
Payroll Office.
Adding new suppliers – Recent Development
The New Supplier Request form can be found on the first page of the FRIS website and also on the
Portal under Procurement Services web pages: Organisation → Corporate Services → Procurement
Services → Forms and Templates Suite → FRIS - New supplier requests → New Supplier Request
Form
SGUL has implemented the requirement to have supplier’s bank details on company letterhead for
the following reasons:
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To help protect SGUL against incidences of fraud
To implement recent recommendations from auditors
To ensure that payments are made into the right account
To provide documented evidence of bank account change requests
Single Tender Application
To comply with SGUL Procurement Thresholds, purchasers must have at least two quotations for
purchases between £2,000-£50,000 (see full details of purchasing thresholds below). A Single
Tender Application will need to be made to Procurement Services for approval by the Finance
Director if only one quotation is obtained.
Single tenders waive SGUL’s requirement to obtain competitive quotes/tenders from the market
and it is an audit recommendation that documented justification and authorisation is provided for
such action.
Justification for single tender action must fall under at least one of the following grounds:
(i) It has been confirmed that only one firm or individual has the particular specialist expertise
required.
Appropriate evidence should be provided to support the lack of providers .Lack of knowledge about
suppliers is not a sufficient reason to use this exception nor is appointing a supplier simply on the
basis that they have worked for SGUL before.
33 | P a g e
(ii) Compatibility with existing services or products, or the task is essential to complete the
project and arises as a consequence of a recently completed assignment and engaging different
consultants/suppliers for the new task would be inefficient.
(iii) An exceptional emergency not of SGUL’s making.
An unforeseen event likely to cause immediate danger to people or property, such as flooding
however, urgency caused by previous delays or poor planning should not trigger this exception.
Failure to plan the tender process properly is not justifiable grounds for a single tender and any
request for a new supplier for purchases over £2,000, should detail how many quotations were
obtained from the market.
A copy of the form can be found at the following URL: https://portal.sgul.ac.uk/org/cs/procurementservices/forms-and-templates/single-tender-application/Single%20Tender%20Application%20Form.docx/view
SGUL PURCHASING THRESHOLDS
From August 2010, the following thresholds apply to spend at SGUL:

£2,001-10,000
If a contract with a preferred supplier is not available to meet the requirement, at least 2 or 3 written e-quotations must be
obtained from the market to satisfy that the selected quotation provides value for money. Quotations must be filed
electronically for audit purposes. Contracts for provision of the goods/services must be agreed under SGUL's short form terms
and conditions unless alternative terms and conditions have been reviewed and approved by SGUL Procurement Services.
A Single Tender Application will need to be made to Procurement Services for approval if only one quotation is obtained.

£10,001-50,000
If a contract with a preferred supplier is not available to meet a requirement, an Invitation To Quote (ITQ) tender document
outlining the scope of the requirement and essential criteria will be issued under SGUL’s standard terms and conditions by the
Requestor to at least 3 suppliers. At least 2 written quotations must be obtained by email/e-marketplace. A Single Tender
Application will need to be submitted to Procurement Services if only one quotation is obtained. ITQ submissions need to be
evaluated against evaluation criteria and weightings set before the tender is issued by at least two evaluators with the
appropriate expertise to select the most economically advantageous quotation. If possible, evidence of conducting an ITQ
process will be attached to the requisition. Regular audits will be carried out by Procurement/Internal Audit on tendering
records that will be held by Divisions.

£50,001+
Procurement Services must be consulted before preliminary discussions are entered into with suppliers for high value tenders. If
a contract with a preferred supplier is not available to meet a requirement, an Invitation to Tender (ITT) tender document
outlining the scope of a requirements and essential criteria must be issued to 3-5 suppliers. A Single Tender Application will
need to be made to Procurement if less than three suppliers exist in the market. The specification for requirements within this
threshold must be discussed with Procurement Services to confirm whole of life costs and for agreement on the most
appropriate tender route before the market is approached. ITT submissions will be evaluated against evaluation criteria and
weightings set before the tender is issued by a minimum of three evaluators with the appropriate expertise. Procurement
Services manages all tenders valued over £50k.
34 | P a g e
E-Marketplace
Benefits of the E-Marketplace
There are a number of benefits to you and the University from using the E-marketplace:

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
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
Easier, quicker ordering and sourcing of products (basket information populates fields on
the requisition so there is no need to enter descriptions and prices or select product codes)
You can search and compare products and pricing across the supplier catalogues to find
best value
The E-marketplace uses supplier maintained prices and descriptions – this means more
accurate purchase orders for the supplier and less queries to you
Less time-consuming invoice discrepancies as the correct prices are provided by the supplier
Purchase orders are transmitted immediately on approval to the supplier leading to shorter
lead times for delivery. No need to fax or email orders
No handling charge for orders to Invitrogen/Life Technologies through the E-marketplace
(currently £22 if not ordered through the E-marketplace).
Accessing the Help Videos on Science Warehouse
Access the e-marketplace. Click ‘Help - online help’ to access the video guides.
The most useful video guides are on Oligos, Quotes, Saved baskets and Sharing Saved Baskets.
Other Information
Useful information such as listed below, can be found on the Procurement Services and FRIS
webpages. Please note that these pages are updated from time to time:
FRIS webpages
(http://www.fris.sgul.ac.uk/)
Training
 Pre-Course Documentation
 FRIS Training Message Board
 User Documentation
 Glossary of Terms
 FRIS SuperUser Form
FAQ


FRIS Requisitioning Frequently Asked Questions
FRIS E-marketplace Frequently Asked Questions
Codes


FRIS Non Research Sub Project codes
FRIS Research Sub Project Codes
35 | P a g e


Agresso Product - Product Group - Account Code.xls
Agresso Account Codes.xls
Procurement





Supplier and Product Information
Consignment Stock process
Agresso Requisition Process Map - FRIS
Quick Reference Card for Raising Blanket Order
New Supplier Request Form
Forms



Subproject code Request Form - Non research
New Journal Form
New User Request Form (FRIS Agresso only)
Guidance Notes
Procurement webpages
(https://portal.sgul.ac.uk/org/cs/procurement-services)
Menu

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
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



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











About Us
Current Tenders
Current Contracts
Authority to Purchase
Tendering Procedures
Best Practice Procurement
Purchasing Cards
News
Procurement Policy
Agresso (FRIS)
Consignment Stock
Customer Feedback
SGUL Standard Terms and Conditions
Forms and Templates Suite
DHL Courier Services - Next day and International
DHL Same Day
Xerox Printing & Copier Paper
Our Partners
Useful links
Glossary of Terms
Mobile phones
Office Furniture
Procurement Location Map
NHS Supply Chain - Online Catalogue
36 | P a g e
Help and Support
For Help and Support with technical matters relating to Agresso and the E-Marketplace, please
contact:
Agresso/FRIS Support
Telephone: (020) 8725 4324 or (020) 8725 4270
E-Mail: FRIS@sgul.ac.uk
For matters relating to Procurement or to give feedback on the E-Marketplace, please contact:
procurement@sgul.ac.uk or
Grace Onyenuforo
Procurement Services Manager
Telephone: (020)-8725-2218
E-Mail: gonye@sgul.ac.uk
Nigel Bate
E-Procurement Officer
Telephone (020)-8725-1403
E-mail: nbate@sgul.ac.uk
Henry Okolieh
Procurement Officer
Telephone (020)-8725-0549
E-mail: hokolieh@sgul.ac.uk
For Agresso training issues, please contact:
Lorraine Barclay
IT Systems Trainer
(020)-8725-5341
E-mail: lbarclay@sgul.ac.uk
37 | P a g e

AGRESSO SUPERUSER MANUAL Final 250612

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