Reference Manual
Agresso Accounts
Payable
Contents
Project background ............................................................... 1
Why Agresso? .............................................................................................1
Viewing Supplier Details........................................................ 2
Scanning Invoices ................................................................. 5
Load Invoices ..............................................................................................5
Invoice Registration .............................................................. 7
Overview.....................................................................................................7
Purchase invoice registration ........................................................................7
Registering an invoice with no goods receipting line ....................................12
Registering a Mis-Match .............................................................................15
Registering a Supplier Invoice ....................................................................18
Un-Coded Invoices.....................................................................................20
Coded Invoices..........................................................................................22
Registering Supplier Credit Notes................................................................23
Adding Additional Invoiced Items................................................................25
Sundry Supplier .........................................................................................27
Pay Runs.............................................................................. 29
Raising a remittance proposal.....................................................................29
Remittance Proposal Maintenance...............................................................31
Remittance confirmation ............................................................................33
Files/Forms Processing...............................................................................33
Files/Forms Processing...............................................................................34
Processing BACS payments ........................................................................36
Payment Confirmation................................................................................38
Updating the General Ledger......................................................................39
Manual Payment ........................................................................................40
Reversals ............................................................................. 42
Reversal
Reversal
Reversal
Reversal
Selection......................................................................................42
Proposal ......................................................................................43
Confirmation ................................................................................43
Maintenance ................................................................................44
Enquiries.............................................................................. 45
Open and historical items per supplier ........................................................45
Open and historical items for all suppliers ...................................................46
Help and Support................................................................. 47
Agresso Accounts Payable
Project Goals and Objectives
Project Goals and Objectives
Why Agresso?
This document summarises the proposed scope of the delivery of Phase 1. Its goal is to
ensure that SGUL achieves some significant benefits.
The benefits targeted here are:
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Availability of management information to users with financial responsibilities via
queries and reports
Streamlined accounting processes via a better-structured representation of the
University
Flexibility to make changes within a logical and consistent financial framework
Enable commitment accounting and budget management
Scope
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Visibility of organizational spend for strategic procurement
Efficient and effective purchasing processes in compliance with audit recommendations
Core accounting functions: chart of accounts; general ledger; accounts payable,
accounts receivable; bank reconciliation.
Sales to cash: creating sales orders, issuing invoices, taking payment, including part
payment and stage payments, aged debt reporting, customer setup and management
Student debt: interface from SITS as per the current interface to Sage; reminder
letters; debt reporting; invoicing for hall fees; taking payments directly and via student
services
Procurement: raising requisitions, external and (simplified) internal, budget, financial
and technical authorisation, purchase order creation; supplier setup and management;
products, product groups and preferred suppliers
Payment: goods receipt; purchase order invoice payment; non-purchase order invoice
payment;
Payroll: interface from payroll to general ledger
Workflow administration and support
Journals
System administration: user and role setup and administration; audit trail logging and
reporting; changes to chart of accounts; management of authorisation and controls
(menu and data)
Budget setup, management and reporting
Management information: query creation and publication; standard enquiries for
expense/income reporting by subproject, project, cost centre and division; access from
the desktop; access for PIs; Joint Research Office and Principle Investigators.
Statutory reporting
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Agresso Accounts Payable
Viewing Supplier Details
Viewing Supplier Details
Supplier records hold contact details and details relevant to the payment of invoices.
Requisitions can not be raised and invoice cannot be paid on Agresso unless a
supplier record exists. Supplier information is maintained by Procurement Services
Navigate to Agresso Financials  Accounts Payable  Supplier Master File 
Supplier
Enter the supplier ID
The supplier information is in 7 tabs
or function Key F9 to open field help
Supplier Tab
This tab contains basic registration information. The ‘External ref’ field holds the Sage
code for the supplier, if the supplier record was previously held on Sage. If the
supplier was not on SAGE enter .
You must enter a Short name which is the first 10 characters of the supplier name.
Address Tab
The address tab holds summary address information. Suppliers may have multiple
addresses. These are identified by address type and sequence number. – is this is the
case for AP I thought this was only AR
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Agresso Accounts Payable
Viewing Supplier Details
Double clicking on any address line in the table opens the address details with
separate tabs for postal, telephone and e-mail contact details.
Address Details
The address details tab hold information on postal, telephone and e-mail contact
details.
This information is used whenever the supplier ID is entered on a requisition.
Invoice Tab
Contains agreed invoicing arrangements. These are used as defaults for pay runs.
If the information in the invoicing tab is marked as fixed then it cannot be amended
during supplier invoice registration.
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Agresso Accounts Payable
Viewing Supplier Details
Payment Tab
This tab contains details of agreed payment methods. These are used as defaults
during pay runs.
If the information in the invoicing tab is marked as fixed then it cannot be amended
during supplier invoice registration.
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Agresso Accounts Payable
Scanning Invoices
Scanning Invoices
On receipt, all external invoices will be scanned onto the network. Once scanned, the
image is available for loading into Agresso. As the image is used as a reference by
SGUL purchasers, the image quality must be checked to ensure it is legible. Each page
of an invoice is scanned as a separate image and the separate images loaded into
Agresso as a single file. You can merge multiple paged invoices once they have been
scanned.
Load Invoices
Navigate to Agresso Common  Document Archive  Document Load  Document
load
A blank document load screen will be displayed
Click on the toolbar button Load
The load screen is displayed.
Select New from the document load ID drop down list
this will create a new batch number.
Using the load type panel, navigate to the file holding the scanned invoice images.
Images can either be uploaded as: individual files; multiple files; contents of entire
folders.
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Agresso Accounts Payable
Scanning Invoices
Load Options
Load options allow the selection of an indexing template for the images. The indexing
template is loaded in the indexes panel.
If the invoice/s to be loaded is purchase order related select Purchase Order?
If the invoice/s to be loaded is not purchase order related select Supplier Invoice
If the invoice/s to be loaded is NHS supply chain related select NHS Purchase Order
The relevant index template will be loaded allowing the entry of:
 Purchase order number
 Supplier invoice number
 Invoice amount
The options use OCR and Load index template are not used.
Once the indexing information has been entered click on the load button. All selected
images will be loaded into the Agresso document archived.
Note: Agresso will only load the following image types; JPEG, TIF, BMP, GIF
The total number of images loaded will be calculated and shown alongside the Load
button. Once all images have been loaded the Load Screen can be closed.
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Agresso Accounts Payable
Invoice Registration
Invoice Registration
Overview
All invoices received from suppliers are registered on Agresso. There are two types of
registrations.
Purchase invoices – Invoices which relate to a purchase order
Supplier invoices – Invoices which do not relate to a purchase order
Purchase invoice registration
Registering a purchase invoice involves matching the invoice to the goods receipting
line. If there is any discrepancy in the details between the two then the invoice will
enter workflow for approval by the appropriate approver. If there is no goods
receipting line present then the invoice will enter workflow as a missing GRN task for
the approver.
Selecting the scanned Invoice to register
Before registering the invoice, the scanned image must be selected from the
document archive. This will attach the image to the transaction and allow it to be
viewed.
Navigate to AGRESSO Logistics  Purchasing  Invoice Registration  Purchase
Order Registration
Click on Tools  Documents for Registration or click on the toolbar button Documents
for Registration
A blank document search screen will open.
Function key F7 will search for all documents awaiting registration or search on the
PO number using the filter fields.
Select the image for registration
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Agresso Accounts Payable
Invoice Registration
Registering the invoice
In the Registering Purchase Invoice screen enter the purchase order number in the
order field.
Tab to view a list of receipted amounts. The amounts in this table must be matched
to the amounts on the suppliers invoice.
Order – Purchase order number
GRN – Goods receipt dispatch number
Pos – Line number
Product code, description and unit are populated from the purchase order
Inv.Qty This is the quantity on the suppliers invoice. This field must be the same
quantity as shown on the supplier’s invoice.
Inv price – This is the price per unit shown on the supplier’s invoice. This field must
be the same quantity as shown on the supplier’s invoice.
Inv.amt This is calculated from the Inv.qty and Inv price. This will be the amount
shown on the supplier’s invoice.
Order qty, Order price and Order amt. are populated from the original purchase
order.
Qty Received is the quantity marked as received during the goods receipting
process.
Amt. Received is the value of goods/services marked as received during the goods
receipting process.
Reg. qty is any qty already registered against this receipting line.
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Agresso Accounts Payable
Invoice Registration
Reg.amount is any amount already registered against this receipting line.
Compare the invoice details with the order and receipt details. The invoice may relate
to more than one receipting line. If this is the case multiple lines can be selected.
Select the lines that relate to the details on the supplier’s invoice.
Mark the check box of each receipting line with an X by clicking in the box.
Select Save
or F12
Matching screen will close and Agresso will return to the registration screen.
Continued on next page
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Agresso Accounts Payable
Invoice Registration
The registration screen
The registration screen is completed by recording one or more expenditure line and
the balancing control account line. The expenditure line records the category of spend
in the General Ledger against the appropriate account code. The control line records
the control account for payment purposes.
The details for the transaction line are populated from the original purchase order.
These details must be checked for accuracy.
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Account Code. Should not be changed without referring to the
requisitioner/approver.
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Cost Centre. Should not be changed without referring to the
requisitioner/approver.
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Tax code. This can be changed if the account rule allows. Should not be
changed without referring to the requisitioner/approver.
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Tax system. This can be changed if the account rule allows. Should not be
changed without referring to the requisitioner/approver.
To correct any line in the transaction table, select the line and click the change line
toolbar button
Once the line has been completed click the keep toolbar button to add to the
transaction table
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Agresso Accounts Payable
Invoice Registration
The control account line can now be entered.
To complete the control account line:
Once the GL line has been checked for accuracy the balancing control line is
completed.
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Check the correct control account has been populated.
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Tab to the Amount Field. Click on the toolbar button 100%
enter a negative amount to balance the GL account line.
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Once the GL line has been checked the AP line can be completed. Agresso will
default in the appropriate control account code.
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Enter the descriptive text for the transaction
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Enter the invoice number from the supplier’s invoice
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Once the AP has been completed keep the line
To correct any line in the transaction table, select the line and click the change
this will
line toolbar button
Balance check
Within the transaction table there are two amounts. The column Posted amount
represents the net amount. This amount will be posted to the expenditure code. The
column Amount represents the gross amount. Agresso will calculate and post the
input VAT automatically. The amount will be posted to the VAT account code.
In order for the transaction to be saved the Amount column must balance to zero.
When saved (
or F12) the transaction will become an open item awaiting payment.
A unique transaction number is generated.
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Agresso Accounts Payable
Invoice Registration
Registering an invoice with no goods receipting line
If a purchase order has not been receipted then there will be no goods receipting line
to match with the invoice. The invoice is registered to the original purchase order line.
This will generate a missing goods receipting task. The task is routed through
workflow to the requisitioner for action.
Registering the invoice
 Enter the purchase order number in the order field
An empty table will be displayed if the goods receipt has not been completed.
Alternatively, a receipting line which does not match the invoice will be displayed. If
the receipting line does not match the invoice then the items should not be matched.
The registration should continue as if there were no receipting line.
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Click on the tool bar button
A line is displayed showing the original order line information.
Inv qty field and the Inv Price field are left blank and should be filled out from the
quantities and price on the supplier’s invoice.
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Enter the quantity and price from the supplier’s invoice.
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Mark the matching order line with an X by clicking on the check box.
Save
or F12
Matching screen will close and Agresso will return to the invoice registration screen.
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Agresso Accounts Payable
Invoice Registration
Invoice Registration Screen
When the un-matched line has been selected and saved, this will complete the GL of
the transaction and display this line in the transaction table.
The details for the transaction line are entered from the details entered by the
requisitioner on the original purchase order. These details must be checked for
accuracy.
 Account Code. Should not be changed without referring to the
requisitioner/approver.
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Cost Centre. Should not be changed without referring to the
requisitioner/approver.
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Tax code. This can be changed if the account rule allows. Should not be
changed without referring to the requisitioner/approver.
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Tax system. This can be changed if the account rule allows. Should not be
changed without referring to the requisitioner/approver.
The amounts will match the amounts on the supplier’s purchase invoice.
To correct any line in the transaction table, select the line and click the change line
toolbar button
Once the line has been completed click the keep toolbar button to add to the
transaction table
Once the GL line has been checked the AP line can be completed.
 Agresso will default in the appropriate control account code.
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Check the cost centre matches the cost centre on the GL line
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Agresso Accounts Payable
Invoice Registration
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Enter the text describing the invoice
also include any instructions for the Requisitioner.
This should
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Enter the suppliers invoice number exactly as shown on the invoice
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Once the line has been completed click the keep toolbar button to add to the
transaction table
If the cost is to be split across more than one account code then additional lines can
be added. The total of all GL lines must balance the total in the control line.
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To correct any line in the transaction table, select the line and click the change
line toolbar button
Once all transaction lines have been completed Save
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or F12
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On saving a Missing GRN task will be generated for the original requisitioner. Once
the requisitioner has completed the goods receipting then the transaction will
automatically become an open item awaiting payment.
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Agresso Accounts Payable
Invoice Registration
Registering a Mis-Match
A mis-match is any invoice where the amount on the suppliers invoice exceeds the
amount receipted by more than the allowed tolerance. The process is to register the
actual value the supplier has invoiced. Once registered an approval task will be
generated for the appropriate approver. When approved the payment will
automatically become an open item awaiting payment.
Navigate to AGRESSO Logistics  Purchasing  Invoice Registration  Purchase
Order Registration
Registering the invoice
 Enter the invoice number in the order number field
The receipted line for the invoice is displayed. Compare the invoice details with the
order and receipt details. This is where the mis-match will be identified. The
difference will be in either the invoiced quantity or the invoiced price or both. The
quantity and price registered should be the actual quantity and price on the supplier’s
invoice.
In this example, the invoiced price of £580 per unit varies from the order price of
£560 per unit. Therefore the Inv price field is amended to show the actual price on
the invoice.
The new invoice total will be calculated and highlighted in blue. As this variance falls
outside the tolerance of 5% or £50 an approval task will be generated for the budget
holder
Mark the amended line with an X by clicking in the check box
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Save
or F12
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Agresso Accounts Payable
Invoice Registration
Matching screen will close and Agresso will return to the registration screen.
The registration screen
When the amended line has been selected and saved, this will complete the GL line of
the transaction using the amounts from the supplier’s invoice.
Control Line
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Ensure the correct control account code is displayed.
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Tab to the Amount Field. Click on the toolbar button 100%
this will
enter a negative amount to balance the GL account line.
Enter a description of the transaction in the Text Field
Enter the supplier’s invoice number in the InvoiceNo field.
Once the control line has been completed click the keep toolbar button to add
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to the transaction table
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To correct any line in the transaction table, select the line and click the change
line toolbar button
In order for the transaction to be saved the Amount column must balance to zero
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Agresso Accounts Payable
Invoice Registration
When saved (
or F12) the transaction will generate an approval task for the
appropriate budget holder/approver. If the invoice increase is approved the
transaction will automatically become an open item waiting to be paid.
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Agresso Accounts Payable
Invoice Registration
Registering a Supplier Invoice
A supplier invoice is any invoice which does not have a purchase order. These are
registered on the system and an approval task is generated for the relevant approver.
Once the transaction is approved it will become an open item awaiting payment. The
supplier invoice will be scanned before registration. The scanned image will be viewed
by the approver as part of the approval task.
Supplier invoices can be un-coded or coded. Un-coded are invoices where the finance
team cannot identify the correct account or sub-project codes to use. Coded invoices
are those where the accounts payable team is able to identify the correct codes. Both
types of invoices begin by selecting the scanned invoice to register and recording the
control account line.
Navigate to Agresso FinancialsAccounts Payable Invoice Registration
Registration of Supplier Invoices
Selecting the scanned Invoice to register
Before registering the invoice, the scanned image must be selected from the
document archive. This will attach the image to the transaction and allow it to be
viewed.
Click on Tools  Documents for Registration or click on the toolbar button
A blank document search screen will open.

Function key F7 will search for all documents awaiting registration.

Select the image for registration by double clicking on the appropriate line.
The invoice registration screen will open with the scanned image of the supplier’s
invoice displayed. The details from the scanned image are registered in the
registration screen.
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Agresso Accounts Payable
Invoice Registration
Registration Screen
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Enter the supplier ID
The registration screen will default to enter the control account line first.
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Enter the Curr.amount as a negative. This should match the total gross value
of the invoice.
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Enter text describing the payment
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Enter the invoice number exactly as shown on the supplier’s invoice

Once the control line has been completed click the keep toolbar button to add
to the transaction table
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Agresso Accounts Payable
Invoice Registration
Un-Coded Invoices
Un-coded invoices are routed to a selected approver for coding. The transaction is
coded with account code 999 to begin this process.
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Enter the account code 999
The balancing amount will be entered into the Curr.Amount field
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Tab through the remainder of the screen
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Once the line has been completed click the keep toolbar button to add to the
transaction table
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Save the transaction
A unique transaction number will be issued. Click OK.
After saving, the manual distribution screen will be displayed. This allows the selection
of an individual for departmental coding and budget approval. The selected person
will receive the task to update the transaction.
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Agresso Accounts Payable
Invoice Registration
Each step must be assigned separately.
The currently selected step is shown in grey.
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Select departmental coding
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Add a comment
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Select the nominated person from the list
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Click on the arrow
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Select Budget Holder approval
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Add a comment
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Select the nominated person from the list
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Click on the arrow
to move them from available to selected.
to move them from available to selected.
Once an individual is selected for each step the transaction can be saved.
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Agresso Accounts Payable
Invoice Registration
Coded Invoices
Where the appropriate codes have been provided to finance, the transaction can be
coded at registration stage. When saved, the transaction will be routed to the
appropriate budget holder for approval.
After the control line has been entered and kept:
 Enter the account code and sub-project code
The Curr.amount field will default to the balancing value for the control line.
Tax will be calculated automatically based on the accounting rule for the account
code.

Once the line has been completed click the keep toolbar button to add to the
transaction table
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To correct any line in the transaction table, select the line and click the change
line toolbar button
When saved (
or F12) the transaction will generate an approval task for the
appropriate approver. If the payment is approved the transaction will automatically
become an open item waiting to be paid.
If the approver rejects then the transaction should be reversed and removed from the
system. The supplier will be required to submit an invoice for correct amount.
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Agresso Accounts Payable
Invoice Registration
Registering Supplier Credit Notes
Credit notes are recorded as supplier invoices with a negative value.
Identify the original invoice if there is an open item relating to the credit note
Navigate to (AGRESSO financials – accounts payable – enquiries – open and historical
items per supplier. This will give you the original cost center, approver and
product/account code for the invoice.
Once the details of the original transaction have been identified these should be used
to register the credit note.
Navigate to Agresso FinancialsAccounts Payable Invoice Registration
Registration of Supplier Invoices

Enter the supplier ID
The registration screen will default to enter the control account line first.

Enter the curr. Amount as a positive. This should match the total gross value of
the credit note.
The warning message ‘Is this a credit note’ will be displayed as a check by the
system. Click yes.

Enter text describing the payment

Enter the invoice number exactly as shown on the supplier’s invoice

Once the control line has been completed click the keep toolbar button to add
to the transaction table
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Agresso Accounts Payable
Invoice Registration
Entering the GL line

Enter the account code and sub-project for the original transaction.
The Curr.amount field will populate with the balancing amount as a negative.

Once the line has been completed click the keep toolbar button to add to the
transaction table

To correct any line in the transaction table, select the line and click the change
line toolbar button
When saved (
or F12) the transaction will generate an approval task for the
appropriate approver. If the payment is approved the transaction will automatically
become an open item waiting to be paid.
If the approver rejects the increase then the transaction should be reversed and
removed from the system. The supplier will be required to submit a credit note for
correct amount.
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Agresso Accounts Payable
Invoice Registration
Adding Additional Invoiced Items
Additional order lines may need to be added if the suppliers invoice contains an item
not covered by the original purchase order this may include items such as unexpected
delivery charges. Once registered an approval task will be generated for the
appropriate approver. When approved the transaction will automatically become an
open item awaiting payment.
Navigate to AGRESSO Logistics  Purchasing  Invoice Registration  Purchase
Order Registration

Register the matching receipting line against the invoice as per the instructions
on page 20 onwards.
Once the receipting line has been saved and populated into the transaction table add
the additional invoiced items. The registration screen will default to the control
account details. These are replaced by the details for the additional line/s.

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

Enter the appropriate account code for the extra charge.
Enter the original sub-project code.
Enter the net amount of the additional charge in the Curr. Amount field.
Once the line has been completed click the keep toolbar button to add to the
transaction table
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Agresso Accounts Payable
Invoice Registration
Complete the Control line.
Once the expenditure lines have been completed the control account line is completed
to balance the transaction

Enter the Account code for the control account this will default to CT1.

Enter the full amount to balance the transaction. Click on the 100% button to
automatically balance.

Once the control line has been completed click the keep toolbar button to add
to the transaction table

To correct any line in the transaction table, select the line and click the change
line toolbar button
When saved (
or F12) the transaction will generate an approval task for the
appropriate approver. If the invoice increase is approved the transaction will
automatically become an open item waiting to be paid.
The Control line will now default to the full value of the transaction and this should
match the full value of the invoice.
Once all lines have been completed and the transaction amount balanced save.

Save by clicking on
or F12
An approval task will be generated for the appropriate approver with details of the
additional line.
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Agresso Accounts Payable
Invoice Registration
Sundry Supplier
A sundry supplier is used to make a one off payment to a supplier that is not on the
supplier database. Multiple payments can be recorded on a single transaction. Agresso
will then make individual payments to the individual suppliers.
Navigate to Agresso FinancialsAccounts Payable Invoice Registration
Registration of Supplier Invoices
To register an invoice from a sundry supplier.

In the supplier ID field enter the supplier code for the sundry supplier 999999

Click Tab
This will open the sundry supplier details screen

Once the details are complete click on OK
The registration screen will default to the Control line

Enter the cost centre responsible for the payment.

Enter the curr. Amount as a negative. This should match the total net
(previously Gross amount) value of the invoice.

Enter text describing the payment

Enter the invoice number exactly as shown on the supplier’s invoice
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Agresso Accounts Payable
Invoice Registration

Once the control line has been completed click the keep toolbar button to add
to the transaction table
Entering the GL line
 Enter the Curr. Amount to balance the control line. This should match the Net
value of the invoice.
If the cost is to be split over multiple account codes then additional lines can be
added.
The total of all GL lines must balance the total of the control line.
 Once the line has been completed click the keep toolbar button to add to the
transaction table

To correct any line in the transaction table, select the line and click the change
line toolbar button
When saved (
or F12) the transaction will generate an approval task for the
appropriate approver. If the payment is approved the transaction will automatically
become an open item waiting to be paid.
If the approver rejects the increase then the transaction should be reversed and
removed from the system. The supplier will be required to submit an invoice for
correct amount.
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Agresso Accounts Payable
Pay Runs
Pay Runs
A pay run is used to generate payments to suppliers. When a pay run is initiated it will
pick up all items awaiting payment and process them. These are referred to as open
items.
Pay runs consist of a series of ordered reports. Each report is run in sequence. Once
an open item has been picked up by a pay run it will not be picked up by subsequent
pay runs.
Any ordered report can be viewed using the View Ordered Reports function.
Raising a remittance proposal
A remittance proposal raised an ordered report which lists all items awaiting payment
for the selected payment type. Remittance proposals can be raised for either BACS or
Cheque payment types.
Navigate to Agresso financials Accounts Payable  Payments Remittance 
Remittance Proposal
 Select either Weekly BACS payment, Cheque Payments, Euro payment run or
US Dollar payment run
Agresso will open the appropriate SU07 ordered report for the payment type selected.
The majority of fields in the SU07 report are left as the standard default.
Remittance Proposal ID – Auto generated by Agresso and will remain the ID for all
payments up to full completion. Any ordered report relating to this pay run will use
this remittance ID.
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Agresso Accounts Payable
Pay Runs
Due Date – All open items due for paying on or before the due date will be included.
This can be extended to include items not yet due for payment.
Supplier ID from and Supplier ID to – Can be used to restrict the proposal to a
single supplier if required. This is commonly used to generate a single cheque for a
single supplier.

Save the remittance proposal
or F12

Saving any remittance proposal will produce an SU07 report listing all
payments included. This can be viewed in the ordered reports listing.
Viewing Ordered Reports
Double clicking on the report will open the report dialogue box. This will have up to
three reports
SU07A – Items not included in the proposal.
SU07B – Details of items included in the proposal
SU07C – Summary of the payment proposal
File Not Found
If Agresso has been un-successful in raising a report then the report File Not Found in
Archive will be displayed.
Agresso will produce a log file which can be viewed either as a report or the full log
file.
To view the log file report on the tool bar click
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The message ‘No Items found’ means there are no items awaiting payment which
match the details of the remittance proposal.
Clicking on
will open the full log file. This may contain additional
information on any data errors Agresso has encountered.
Refer to Agresso Support Desk if the reasons for failure cannot be resolved.
Remittance Proposal Maintenance
This step allows the removal of individual items from the pay run.
Navigate to Agresso financials  Accounts Payable  Payments  Remittance 
Maintenance of Remittance Proposal
Select the remittance proposal ID from the drop down list. The drop down list will
contain all currently open remittance proposals.

View the proposal by Pressing F7 or clicking on the find icon
A list of all payments will be displayed

Remove an item by selecting the line number to highlight the whole row and
clicking on Tools  Delete Row
A dialogue box will ask if the transaction will be parked.

Clicking yes will park the transaction and prevent it
being picked up in future pay runs until it is un-parked

Clicking no will remove the transaction from this pay
run and allow it to be picked up by the next pay run
Any payments selected for removal will be marked with a hyphen replacing the row
number
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Marking all payments for deletion will delete the remittance proposal entirely. The
remittance ID will be re-issued on the next proposal.

Click on save
Remittance Proposal re-run
To remove marked payments the remittance proposal must be re-run. This will cause
the proposal to be updated.
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Rerun of Updated Remittance Proposal
Select the proposal ID
from the drop down list

Click on save
Re-running the remittance proposal will produce a proposal with the updated payment
details under the same remittance ID.
Making Partial payments
The remittance proposal maintenance screen allows the adjustment of amounts to be
paid.
 Select the item to be reduced.
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
Click on the toolbar button
box

Enter the actual amount to be paid

to display the change amount pop up
Click OK

Click on save

Re-Run the remittance proposal
The remaining balance will be included in the next remittance proposal to be
generated.
Remittance confirmation
This step confirms the remittance proposal and makes it available for forms or file
processing. A Remittance proposal should not be confirmed by the same person that
created it.
Before confirming the remittance proposal can be checked either in proposal
maintenance or by printing of the SU07 proposal.
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Remittance Confirmation

Select the remittance ID from the drop down list. The drop down list will
contain a list of all remittance proposals currently awaiting confirmation.

Save the remittance confirmation
or F12
This produces a report output SU08. This report can be printed and signed to say the
payments are approved.
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Files/Forms Processing
This step involves the production of an electronic BACS file (file processing) or the
production of printed cheques (Forms processing). If automatic cheque printing is
used the cheques will be produced once the report is run. The printer should be
checked to ensure it is set up to receive the cheques.
Processing Cheque payments
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Payment forms processing Cheque Cheque run
The SU11C Cheque report ordering screen will open
pressing function key F12

Transfer bank. Select the transfer
bank From the drop down list

Remittance Proposal ID. Select
the remittance proposal ID from the
drop down list

Bank. Select the payment bank

Cheque Series. Select the cheque
series

Printout. If the cheques are to be
printed when the report is run check
the check box

Post. Select posting options

Save by clicking save icon
or
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3 – Payments marked for posting and automatically posted to GL with the date on the
posting file entered at payment date
Viewing the Report Output
Processing the report produces the SU11C report which can be accessed through
toolbar button maintenance of ordered reports.
Open the report from the table to view the files produced.
There are two printouts produced:
SU11C – Remittance advice.
SU11CA – List of payments included in the pay run
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Processing BACS payments
The BACS files processing produces an electronic payment for transfer to the BACS
system. This is in the form a text file which is saved onto the network. This file is then
uploaded into the BACS payment system.
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Payment files processing  Domestic Payments BACS

Transfer Bank - Select the bank used
for the payment from the drop down
list.

Remittance Proposal ID – Select
the remittance proposal ID from the
drop down list.

Regenerate batchID – if a BACS
batch ID is to be used to identify the
remittance proposal this is selected.
This batch ID will then replace the
remittance ID – AC

Output treatment – select file
output type. AC check

Save the remittance confirmation
or F12
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Viewing the Report Output
Processing produces the SU11A report which can be accessed through ordered
reports.
There are two printouts produced.
PG1A01 – Remittance advice
SU11A – List of payments included in the pay run
Once the BACS file processing has been run the BACS file is available for upload to the
BACS payment system.
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Payment Confirmation
This step is confirming that the forms and files processing has been successful and
payment has been tendered i.e. Cheques have been sent to suppliers and BACS file
has been transferred to the bank. The payment confirmation screen allows
transactions to be marked as paid.
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Payment forms processing Cheque  Payment Confirmation  Payment
Maintenance.

Select the line or lines to confirm

Click the Post toolbar button
This will mark all lines for confirmation with an X. Only transaction marked will be
posted to the General Ledger as paid.

Click on save or
or press F12
There is no output for this report, however, the report log file will list the number of
transactions posted.
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Updating the General Ledger
This step will update all lines marked for posting in the payment maintenance screen
to the General Ledger. This process must be run to make the items in the cashbook
for bank reconciliation and also updates the Accounts Payable module to show the
item as closed.
Navigate to Agresso financials Accounts Payable  Payments  Remittance 
Update General Ledger with Payments  SGUL Standard Variant
Only the remittance proposal ID needs to be entered in this report.

Enter the remittance proposal ID. This report does not have a drop down list
and the Remittance Proposal ID must be typed in manually.

Click save
or press F12
Note:
In order to identify any confirmed payments that are awaiting update to the GL, run
the Open items for all suppliers report. Items currently in a Remittance Proposal are
shown as status I. The remittance proposal ID can be added in the enquiry setup
screen. If the remittance proposal has been through payment confirmation but the
payment is not shown in the general ledger, then the remittance proposal requires
Payment Update GL.
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Manual Payment
The manual payments process is used to record payments that are made to suppliers
outside of the remittance proposal process.
Navigate to Agresso financials Accounts Payable  Payments  Manual Payment
This will open the posting cycle screen

Select manual cheques

The VP10 screen will open

On the toolbar click the payment button
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The payment search screen will open. This screen searches for open items for
suppliers and allows them to be marked for payment

Enter the Payment Reference

Enter descriptive text identifying the nature and reason for the manual
payment.

Click F7 or the find icon
Field help allows filtering of results.
 Mark the item against which the payment is to be recorded

If the full amount has not been paid amend the curr.payment field

Click Save
or press F12
The information from the payment screen will be entered in the VP10 screen as the
control line of the transaction.


Enter the GL balancing line
Enter the account code for the payment bank

Enter a description for the transaction

Enter the supplier’s invoice number exactly as it appears on the supplier’s
invoice

Click on keep

Click Save
or press F12
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Reversals
Reversals
Reversals are used to make corrections. Items are not removed from the system. An
equal and opposite transaction is created which results in a net zero. Both
transactions can be viewed in the General Ledger.
Reverse invoice matching – Removes an open item which has been created by
matching a supplier purchase invoice with a purchase order receipt line.
Reverse open item - used to reverse any open item.
Reverse paym. transaction row – used to reverse an entire payment. All items
selected will be returned to open item status.
The reversal process for all types of reversal follows the same process.
Reverse payment transaction) - Used to reverse open items awaiting payment. All
items selected will be returned to open item status
Reversal Selection
Navigate to Agresso financials Accounts Payable  Reversal  Reversal Selection

Select reverse open item

In the enquiry screen enter the search term for the transaction. Searching on
the supplier ID will return all transactions for that supplier. Leaving the search
fields blank will search for all open items

Mark the items for reversal by clicking in the cheque box at the end of the line.
It is recommended that transactions are reversed one at a time.

Click Save
or press F12
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Reversals
The items marked for reversal can now be included in the reversal proposal
Reversal Proposal
Navigate to Agresso financials Accounts Payable  Reversal  Reversal proposal

Select the BatchID

Click Save
or press F12
Reversal Confirmation
Reversal confirmation will finalise the posting of the reversal to the General Ledger.
Navigate to Agresso financials Accounts Payable  Reversal  Reversal
Confirmation

Select the BatchID

Click Save
or press F12
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Reversals
Reversal Maintenance
Once a reversal proposal has been created, reversal maintenance can be used to
remove items from the proposal. If all transaction lines are removed the proposal will
be deleted completely.
Navigate to Agresso financials Accounts Payable  Reversal  Reversal
Maintenance

Select the batch ID

Select the lines to be removed

Click Edit  Delete row

Save
If a proposal has been amended but not deleted then the proposal must be re-run
before confirmation
Navigate to Agresso financials Accounts Payable  Reversal  Reversal
Confirmation

Select the batch ID

Select the Proposal ID

Click Save
or press F12
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Enquiries
Enquiries
Open and historical items per supplier
This enquiry will list all the transaction relating to a single supplier.
Navigate to Agresso financials  Accounts Payable  Enquiries  Open and
Historical items per supplier
Filtering
Results can be filtered using the dark grey filter fields at the top of each column
To filter on partial search terms use wild cards *part* to enclose the search term
Right Click on a column heading to sort on that column
Enter the supplier ID
Remove the filter
from the T column
to view closed and
open
Filter on any item in
the table.
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Agresso Accounts Payable
Enquiries
Open and historical items for all suppliers
This enquiry is used to search on transactions for multiple suppliers.
Navigate to Agresso financials  Accounts Payable  Enquiries  Open and
Historical items for all suppliers
For further information on running set up reports see the Agresso reports and
enquiries manual.
Select the status of items
Run the report or save
Build the report
column headings
using
Filter the report on any
included column
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Agresso Accounts Payable
Help and Support
Help and Support
Should you have any requirements for additional support you have a number of
options.
For additional training support contact Abigail Carberry acarberr@sgul.ac.uk
For technical Support contact Sanjiv Patel sanpatel@sgul.ac.uk, Addy Babajide
ababjide@sgul.ac.uk or Errol Elliott eelliott@sgul.ac.uk
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Agresso Accounts Payable
Help and Support
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