Agresso Web Requisitioning - Frequently Asked Questions (F.A.Q.)
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1 - LOGGING IN & SECURITY
2 - REQUISITION ENTRY
3 - AUTHORISATION/REJECTION
4 - AMENDING A REQUISITION
5 - REQUISITIONER & AUTHORISER ROLES
1 - LOGGING IN & SECURITY
Q. Who should I contact to obtain my Agresso username and password?
A. Your Agresso username will be the same as your Outlook (email) username. Your
password will also be your username the first time you log in. You should change
your password after logging in for the first time by selecting ‘Options’ from the
menu followed by ‘Change password’. If you are experiencing problems logging
in, please contact the Systems Department on 2962.
Q. How do I change my password?
A. You may change your password by selecting ‘Options’ from the menu and
clicking on ‘Change password’.
2 - REQUISITION ENTRY
Q. How do I get set up on the system as a Requisitioner?
A. Requisitioners have to be created by the Systems Department. Your General
Manager must email a request to the following members of the Systems
Department, indicating the role (and authorisation level if the request is for an
Authoriser) that should be assigned to the user:
Ceri-Anne.Edwards@stgeorges.nhs.uk
Susan.Malcolm@stgeorges.nhs.uk
Q. How do I set up a new Requisition Point?
A. Fill out a Requisition Point Request Form and email it to Procurement for
validation. The Requisition Point Request Form can be found here:
http://stginet/Units and
Departments/Finance/Agresso/DataRequestForm/Request_Requisition_Point.XLS
(Copy and paste into your browser)
Q. What happens if an authoriser rejects one line, will the rest of the requisition go
through before I have had a chance to resubmit or close that line?
A. No, it will wait until all lines on the requisition have been approved by the
authoriser, or closed by the Requisitioner, before the requisition converts into a
purchase order.
Q. What happens if I am away as an authoriser?
A. You must assign someone to be your substitute authoriser while you are away by
calling IT Support on 3456. Alternatively, after 3 days the escalation process will
be invoked and the requisition will be escalated to another authoriser for
approval.
Web Requisitioning - Frequently Asked Questions (F.A.Q.)
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Q. What if I am away as a Requisitioner and products arrive?
A. Another Requisitioner who is assigned to the ReqPt used to order the products
may log in and GRN it for you.
Q. What if I can’t find the product that I wish to order and want it to be added to the
system?
A. Fill out a Product Request Form and email it to Procurement for validation. The
Product Request Form can be found on the Intranet here:
http://stginet/Units and Departments/Finance/Agresso/DataRequestForm/Request_Product.XLS
(Copy and paste into your browser)
Q. What if I want a Supplier to be added to the system?
A. Complete a Supplier Request Form and send it to Procurement for validation.
The Supplier Request Form can be found on the Intranet by clicking here:
http://stginet/Units and Departments/Finance/Agresso/DataRequestForm/Request_Supplier.XLS
(Copy and paste into your browser)
Q. What if I want to change a Supplier’s address?
A. Complete a Supplier Request Form, indicating that it is a change of address and
send it to Procurement for validation. The Supplier Request Form can be found
on the Intranet here:
http://stginet/Units and Departments/Finance/Agresso/DataRequestForm/Request_Supplier.XLS
(Copy and paste into your browser)
Q. What do I do if I know I can get the item cheaper than the price that appears on
the system?
A. Amend the price under the ‘Detailed information’ section of your requisition and
put comments in the Workflow Log justifying this change, e.g. you have an email
from the Supplier stating that the more units ordered, the cheaper the per unit
price will be. If the price of the item has changed permanently, complete a
Product Request Form, which can be found on the Intranet here:
http://stginet/Units and Departments/Finance/Agresso/DataRequestForm/Request_Product.XLS
(Copy and paste into your browser)
Q. What do I do if I am not emailed my purchase order number?
A. Contact the Procurement Buyer that processed your requisition.
Q. What do I do if I don’t receive, nor expect to receive all of the items ordered?
A. If you receive a portion of the products and don’t expect the rest, you should
create a Termination Requisition to cancel the remaining quantity.
Q. Where do I find my delivery note number?
A. On the packing slip/delivery note that is delivered with the products. This must
be input into the External Ref field when doing Goods Received Entry.
Web Requisitioning - Frequently Asked Questions (F.A.Q.)
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Q. What if my order does not come with a delivery note number?
A. If products arrive without a delivery note, you should not accept them, as you will
not know what they are for. If they are delivered by a courier, you should obtain
both the courier’s delivery note and the company’s delivery note. In the case of a
service, you should obtain a copy of the delivery note once the service is carried
out.
Q. If I create a requisition and save it as a template, will it enter the workflow?
A. No. Once a requisition has been entered and saved as a template it will be
allocated a requisition number but it will not enter Workflow. You may then
access the saved template requisition and make adjustments as necessary before
saving it. On saving, it will be allocated a new requisition number. This new
requisition number will enter Workflow, whilst your template will remain
unchanged with the same requisition number for future use. See the ‘Creating a
Template Requisition’ QRG for more information on template requisitions, which
can be found on the Intranet here:
http://stginet/Units and Departments/Finance/Agresso/Procedures/QRG_Template_Req.pdf
(Copy and paste into your browser)
Q. The Requisition has gone to the wrong Buyer, what do I do?
A. Contact the Systems Department on extension 2962.
Q. My Supplier has multiple contact addresses, but I don’t know which one to use?
A. Make a note in the Workflow Log advising Procurement that you weren’t sure
which option to select.
Q. Why does the delivery date always default to today?
A. The delivery date defaults to the day that the requisition was created but can be
overtyped to be a specific delivery date in the future if desired. If the delivery date
is changed from to today’s date to be a date in the future, it will be printed on the
order for the Supplier to see.
Q. Can I enter decimals in the Number field?
A. No, this should not be done.
Q. What is the tick icon at the end of the highlighted product for?
A. It confirms your product line and any amendments that have been made to it.
Q. I forgot to choose a Requisition Point before saving my requisition, but even after
I put one in I am still seeing error messages, why?
A. You must enter your Requisition Point before adding products; otherwise they
will not carry the relevant Cost Centre information. If this happens, you can
either manually enter the Cost Centre and Requisition Point for each product
line, or delete the products and re-add them.
Q. Can/should I edit the Account Code?
A. No, if you believe the Account Code to be incorrect then contact Procurement.
Web Requisitioning - Frequently Asked Questions (F.A.Q.)
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Q. What is the GL Analysis section?
A. GL stands for General Ledger. This section contains auto-populated accounting
information.
3 - AUTHORISATION/REJECTION
Q. How can I track the progress of a requisition?
A. Select ‘Workflow enquiry – Requisitions’ from the menu.
Q. How will I be advised that I have a requisition to authorise?
A. You will receive an email advising you when you receive a task to authorise.
When you log in to Agresso all of your tasks will appear in the Navigation Pane
on the left.
Q. How will I know how many outstanding tasks I have?
A. Check your Task List regularly, ensuring that you click on Update Task List. You
will also receive an email each day stating the number of outstanding tasks you
have in your task list. This email is automatically generated each day at 6pm.
Q. How will I know when my requisition has been authorised by the budget holder?
A. Use ‘Workflow enquiry – Requisitions’ to see the current status of your
requisition.
Q. How will I know when my requisition has been authorised by Procurement?
A. You will receive an email containing your Purchase Order Number.
Alternatively, search for your requisition using ‘All Requisitions’ or ‘Own
Requisitions’. If your order has been authorised and converted into a Purchase
Order, the order number will be displayed in the ‘Purchase order’ column,
otherwise there will be a zero value.
Q. What happens if my budget holder is absent?
A. ALL users are required to specify a substitute before departing. This substitute
user can approve/reject your requisition on your budget holder’s behalf.
4 - AMENDING A REQUISITION
Q. Is it possible to amend an order that has been rejected before resubmitting it?
A. Yes. You will receive rejected requisitions as one of 2 types of task depending on
the reasons for rejection:
1 - Resubmit or close – Clicking on this task will present the details of your
requisition. You can then make amendments to your requisition as
appropriate, excluding changing the requisition type.
2 - Add additional product(s) – Clicking on this task will return you to the
‘Requisition entry’ screen for you to add products to the requisition as
appropriate.
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5 - REQUISITIONER & AUTHORISER ROLES
Q. Can a person be both a Requisitioner and an Authoriser?
A. A person can be a Requisitioner and an Authoriser for different Cost Centres.
However, a key audit control of the system requires that a person cannot be both
a Requisitioner and an Authoriser for the same Cost Centre.
Q. I am an Authoriser, how do I raise Emergency Telephone Orders?
A. If you are not on the Telephone Orders list, you first have to request a form from
Bridget Boyd in Procurement (eMail is acceptable). Once the form is processed,
and you have been accepted, you will be able to select “Telephone Requisition”
as a requisition type.
Q. What are the current authorisation levels?
A. L1 Less than £2000
L2 £2000 to £5000
L3 £5001 to £40,000
L4 £40,001 to £250,000
L5 £250,001 to £500,000
L6 £500,001 to £1,000,000
L7 Greater than £1,000,000