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

Suppliers

Contents

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

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

Entering A new supplier.......................................................................................................................................... 9

Supplier Workflow & Approval.............................................................................................................................. 17

Supplier: Return to Initiator............................................................................................................................... 17

Supplier: ESS Assessment Required...............................................................................................................17

Supplier Workflow Enquiry.................................................................................................................................... 18

Quick Notes for Supplier input – UK Companies..................................................................................................20

Quick Notes for Supplier input – Foreign Suppliers with a UK Bank Account.......................................................21

Quick Notes for Supplier input – Foreign Suppliers with Foreign Bank Accounts.................................................22

If you are unsure of what to enter in the supplier details for your supplier or require help with this process please contact the Procurement Team (or AP Team in regards to bank details).

Michelle Williams M4 Version 1.3 Updated: 31st March 2017 0

http://www.google.co.uk/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&ved=0CAcQjRxqFQoTCMOKkoXj9scCFYoF2wodCo0NKA&url=http://ferrobend.com/planning/procurement/&bvm=bv.102537793,d.ZGU&psig=AFQjCNHotTE1eRDhhkvVf9GGk4fCos294w&ust=1442328570212093


Supplier Information Search

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

3. Click in the Lookup field

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

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



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

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


a.

b.

c.


Amending a Supplier Record

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

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

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



4. You may need to complete an additional section on your supplier. Where this is the case you will see an additional tab appear called ‘Questionnaire’. You will need to answer all the questions in this form to be able to save your changes. If you do not know the answers please refer back to the person who has requested the setup of the supplier.

Guidance for answering the questionnaire form;

Requested by: Enter the member of staff who wishes to engage the supplier and has asked you to set them up.

School Department: The school or department of the requestor. Expected length engagement: Select from the list how long the engagement of the supplier is

thought to be for (this time only). Anticipated Spend: Select from the list the expected spend with the supplier as part of this

engagement, up to the first 12 months of engagement. 3 Quotations: This is a reminder that if the expected spend is over £5000 then you will need to

attach 3 quotations for the service and/or goods that you are purchasing when you input your requisition.

Company Registration Type: Select from the list what the supplier is registered as. Providing goods/Services: Select from the list what the company is providing (Goods only/Services

Only/Goods and Services) Type of Goods/Services: Select from the list the detail of goods and/or services that best describes

what the supplier is providing. No of Company Directors: Enter the number of company directors the supplier has (Note: Sole

traders and Self-employed may not have company directors, in these cases enter 0).



5. Ensure you add a note to the supplier under the ‘Supplier’ tab to explain why you made the change. Where notes already exist ensure you add your notes at the bottom and do not overtype existing notes. Start your note with today’s date to distinguish it from previous notes. This is for the procurement team when they come to approve the changes. If this supplier is a “one-man-band” please specify this in the beginning of the notes.

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



7. Use the paper clip button ( ) in the top right corner to attach all documentation. Document proof must be provided for the detail that is being changed e.g. bank details or supplier address. This should be provided on the supplier’s letterhead. For changes of bank details, a paying in slip is also required as proof. For some suppliers who are classed as “one-man-bands”, a bank statement can be accepted if a paying in slip is not available. These should be attached in the Supplier Additional Info folder.

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

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

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

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



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

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



Entering A new supplier

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

Please note you will need the following details from your supplier before you can set them up; Trading name Company registration number (only required if a UK registered company) / Charity Number / Other

number where registered with official body and the body registered with VAT Registration number (only required if UK VAT registered) Address for remittance advice including email for remittance advices Email address for sending Purchase Orders to Currency for payments e.g. Sterling, Euro etc. Bank Account details for payments (sort code & account for UK banks / IBAN, SWIFT or Routing Code

for Foreign banks, where payment is with foreign banks you will also need the bank beneficiary address) How the company is registered (e.g. Sole trader, Limited company, etc.) How many, if any, directors the company has. What services / goods the supplier is supplying What the anticipated spend up to 12 months is How long the supplier is expected to be engaged for. Supplier details on letterhead Bank details on a paying in slip

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

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



3. Enter the supplier details as follows;

Supplier Name - Enter the supplier name, ensure this is the supplier’s full official name.Supplier Group – Select from the drop down menu depending on your supplier type, most will be under S1>Standard supplier – these are for UK paid suppliers or S2>Foreign Suppliers – for suppliers based outside the UKCountry – For UK based suppliers leave as United Kingdom. For foreign suppliers, select the country from the list where the supplier is based. Please only select the country, rather than the country and city where the supplier is based. For example if a supplier is based in Beijing please select just “China” rather than “China – Beijing”.Company registration number – Enter the UK company registration number. If they are not registered with Companies House they may be registered with another official body e.g. as a charity. For these enter the registered number and the body e.g. CHARITY NO:123344. If they are not registered anywhere and they are UK based enter NONE. If they are a foreign supplier enter ‘FOREIGN’VAT Registration number - Enter the GB VAT number. Some suppliers from EU countries have a foreign VAT number that will begin with their country code e.g. EI = Ireland. Enter theses in the VAT number ensuring you also enter the lead country code. If the supplier is foreign or not UK VAT registered please leave blank. If they are a registered Charity and not VAT registered please enter ‘REG CHARITY’ here (a registered charity number must be in the company registration no field if this is entered).Roll/Short - Enter the supplier’s postcode if a UK based supplier, if not enter the country the supplier is based in



External Reference - This will default to a full stop and need only be used if the supplier is foreign and paid by bank transfer. For foreign banks that quote details of other bank accounts enter the detail here for the bank forwarding.Notes – Enter here the person who has requested the supplier, a short reason the supplier is required, what type of goods/service the supplier will be used for and the expected yearly contract value (with the period this amount is for e.g. per year or for one year only). Please do not use the return button in this field but type continuously with punctuation. If this supplier is a “one-man-band” please specify this in the beginning of the notes.

4. Click on the ‘Contact information’ Tab at the top of the screen.5. Click on the ‘Add’ button under the ‘Address’ heading to open the address fields.

Address Type – General Term, Every supplier must have a General/Term address (do not enter more than 1). This address type is for the supplier main address to be entered as below; Street Address – Enter the first line of the address, if the address has more than one line before the town, you can add a line here by holding the shift key and hitting the return key.Country – Enter the country where the supplier is based. Note - if the supplier is foreign, select the country here for where the payment goes to. If they are paid by BACS via a UK bank account you will need to leave this as ‘United Kingdom’, only change this if the payment will go to a foreign bank.Post Code – Enter the Post code / Zip codeTown/city – Enter the Town or cityCounty – Enter the County or StateTelephone – Enter the supplier’s main telephone contact number including dialling codes especially if foreignFax No – You can enter a fax number for the supplier if required, ensure you enter the dialling codeE-mail - Enter the email address for sending remittance advices to



Reference point, Name & Position – If the University has a specific contact with the supplier the details can be entered here – these are not necessary

6. Click the Add button again to add a second address. The address details below will clear to add the next address (the previous details have not been lost and you can see them in the table directly under the ‘Address’ heading).Address Type – Purchase Order, Every supplier must have a purchase order address (do not enter more than 1). This address type is for the email address only for where the PO should be sent; E-mail - Enter the email address for Purchase orders to be sent to at the supplier in the E-mail field.You do not need to enter or complete any of the other fields in this address type.

7. If your supplier is being paid by international transfer rather than BACS (foreign suppliers) click the Add button again to add a third address. This does not need to be completed for a supplier paid by BACS. The address details below will clear to add the next address (the previous details have not been lost and you can see them in the table directly under the ‘Address’ heading).Address Type – Beneficiary Bank Suppliers paid by international transfer (Foreign Suppliers) not BACS must have a Beneficiary Bank address (do not enter more than 1). This address type is for the bank where the payment is to end upStreet Address – Enter the first line of the banks address, if the address has more than one line before the town, you can add a line here by holding the shift key and hitting the return key.Country – Enter the country the bank is located inPost Code – Enter the Post code / Zip code of the bankTown/city – Enter the Town or city of the bankCounty – Enter the County or State of the bankTelephone – Not required leave blankFax No – Not required leave blankE-mail - Not required leave blank Reference point, Name & Position – Not required leave blank

8. Click on the ‘Invoice’ Tab at the top of the screen.

Currency – If the supplier is paid by BACS the currency must stay as GBP – Sterling Pound. If supplier is foreign and the payment method is International Transfer, enter here the currency in which the supplier will send their invoices and require payment in – Tick the ‘Fixed’ box to the right of currencyTax code – Not required leave blank



Payment terms – All suppliers are set to the Universities standard 30 day payment terms. If you wish to change this you must agree this in advance with Dave Horton (Head of Procurement). This agreement with Dave’s approval must be attached to your supplier set up.

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

If the bank account given is a UK bank account, and is not required to enter details for forwarding (correspondence or intermediary bank details given) complete as follows;Pay method* –Leave as ‘BACS’ (IP).Bank Account – Enter the UK bank account, it should be 8 numbers, if you have only been given 7 enter a lead zero.Sort code – Enter the sort code e.g. 123456 (do not enter with hyphens e.g. 12-34-56), All sort codes are checked in the system to ensure they are valid. If you are entering one that is coming up invalid please call Agresso Support

If the bank given is a foreign bank account, fill in as follows;

Pay method* – Change to ‘International Transfer’ (TF).Bank Account – Enter the bank account number (do not enter any spaces, hyphens or other characters. This should only be numbers)User Ref – If you need to quote a particular set reference on all payments enter here. (Note – ‘University of Salford’ will go on all payments made of this type and need not be entered)Beneficiary Acc name – Enter the beneficiary account name here. This must be the exact name on the bank account the payment is going into or it may be rejected.IBAN – This is mandatory if the payment is to a country in the EU (if not leave blank) and will be validated by the system that it is in the correct format. Ensure you enter this without any spacesSwift /BIC – This will be necessary if the country is outside of the EU. (BIC = Bank Identification code). The system will check the format of the code you enter for validity.

If you need to further check your code the following web sites can be usedIBAN Validity Checker - http://www.ibancalculator.com/iban_validieren.htmlSWIFT Validity Checker and Bank Address finder - https://www.swift.com/bsl/


https://www.swift.com/bsl/

http://www.ibancalculator.com/iban_validieren.html


*Please note the other payments types are not to be selected unless agreed with Accounts Payable. Direct debits must not be set up with suppliers without prior approval with Accounts Payable and the correct Bank mandated signatures on the direct debit form from Income & Finance Management.

If you are entering one of the following skip no 10 and go straight to number 11.

o Non Staff expenseso P&O Patento Payment to Partnerso Student Payment

10. Click on the ‘Questionnaire’ tab. You will need to answer all the questions in this form. If you do not know the answers please refer back to the person who has requested the setup of the supplier.

Guidance for answering the questionnaire form;

Requested by: Enter the member of staff who wishes to engage the supplier and has asked you to set them up.

School Department: The school or department of the requestor. Expected length engagement: Select from the list how long the engagement of the supplier is

thought to be for (this time only). Anticipated Spend: Select from the list the expected spend with the supplier as part of this

engagement, up to the first 12 months of engagement. 3 Quotations: This is a reminder that if the expected spend is over £5000 then you will need to

attach 3 quotations for the service and/or goods that you are purchasing when creating your requisition.

Company Registration Type: Select from the list what the supplier is registered as.



Providing goods/Services: Select from the list what the company is providing (Goods only/Services Only/Goods and Services)

Type of Goods/Services: Select from the list the detail of goods and/or services that best describes what the supplier is providing.

No of Company Directors: Enter the number of company directors the supplier has (Note: Sole traders and Self-employed may not have company directors, in these cases enter 0).

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

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

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

13. Click the paper clip button in the top right corner to attach all documentation, e.g. letterhead and paying in slip, used for checking the supplier details.

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



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

16. Click the ‘Upload’ button and find your document from the location you saved it. You can enter a document description if you require. Documents must be attached to provide evidence of the supplier’s details. This should be provided on the supplier’s letterhead, and a paying in slip is also required as proof of bank details. For some suppliers who are classed as “one-man-bands”, a bank statement can be accepted IF a paying in slip is not available.

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

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



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

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

Supplier Workflow & Approval

Once you have saved your new or amended supplier the changes or new details will not take effect until this has been approved.Once in workflow there are 2 types of tasks you may receive:

Supplier: ESS Assessment RequiredSupplier: Return to initiator <followed by the team who has requested a change or more info>

Click on a task from the box, as shown above, to open it.

Supplier: Return to Initiator Check the workflow log in the top right hand side of the screen. This will give you the person who has made the request and what is required.

Update completed as required, click on the ‘Resend’ button at the bottom of the screen. If instead you wish to cancel the changes click on the ‘Reject’ button at the bottom of the screen.

Supplier: ESS Assessment Required This task is auto generated to request that you ensure a HMRC IR35 assessment is completed by the supplier’s engager before the supplier can go any further.

Click on the link in the notes at the top of the screen to get the intranet page with the detail of what is required. You can then copy the link in that page to the supplier’s engager. Completed ESS Assessments should be attached into the ESS Assessment folder. Please contact the Purchasing Team if you are unsure how to proceed with an ESS assessment.



Supplier Workflow Enquiry

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

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

heading

Use the enquiry filter to refine your search

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


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


Quick Notes for Supplier input – UK Companies

If fields are not mentioned in the list, then they do not need to be completed

Remember prior to setting up a new supplier check they are not already in the system and only need checking and amending to update / reopen

Section Field Input requiredSupplier TabSupplier Supplier Name The official name of the supplier

Classification

Supplier Group Standard Supplier – S1Country GB – United Kingdom

Supplier Identification

Company Reg. No Enter Company no. If not registered at Companies House they should have another body they are registered with e.g. Charities. In these cases enter the type and number e.g. CHARITY REG NO: 12344. If they are not registered enter reason e.g. SOLE TRADER

VAT No Enter VAT number – if not VAT registered leave blank unless a charity in which case enter CHARITY

Roll/Short Enter suppliers PostcodeNotes Notes Reason for spend / contract value and who requested supplier set upContact Information TabAddress Add -

General/TermThis is the main company address and there should be only one General/Term address added

Address Details - Address

Address Type General / TermStreet Address First Line of AddressCountry Leave as United Kingdom – DO NOT ChangePostcode Postcode Town/City Town / City County County

Phone Numbers

Telephone Telephone (include dial code)Fax Fax (include dial code) *Not required, can be left blank if nothing to go here

E-mail E-Mail This is where the remittance will go to for the supplier Address Click add for another address and change type to 'Purchase Order' – Email only required in this address typeAddress Details - Address

Address Type Purchase Order

Email E-Mail This is where the Purchase Order will go to for the supplier Invoice Tab

Customer

Currency Must be GBP (Sterling Pounds) if paid by BACS Tick the Fixed box next to Currency

Payment Terms Defaults to 30 days, this can be changed by prior approval which must be obtained from Head of Procurement in advance and attached as proof

Payment TabPayment Details

Pay Method IP - BACS Tick the Fixed box next to Currency

Bank DetailsBank Account Bank Account number should be 8 digits, if only seven supplied add a lead 0 Sort code Enter 6 digits (do not put in hyphens) this is validated in the system if the system does not allow

contact Agresso Support on Ext 55010Status Status Must be ‘Active’ to be used



Quick Notes for Supplier input – Foreign Suppliers with a UK Bank Account

If fields are not mentioned in the list, then they do not need to be completed

Remember prior to setting up a new supplier check they are not already in the system and only need checking and amending to update / reopen


Classification

Supplier Group Foreign Supplier – S2Country Country where the supplier is based


Company Reg. No If on the backup info sent by Supplier enter, if not then type FOREIGNVAT No If UK or EU VAT registered enter, if not then type FOREIGNRoll/Short Postcode or Country

Notes Notes Reason for spend / contract value and who requested supplier set upContact Information TabAddress Add -



Address Type General / TermStreet Address First Line of AddressCountry Leave as United Kingdom – DO NOT ChangePostcode Postcode / Country + Zip codeTown/City Town / City County County / State

Phone Numbers

Telephone Telephone (include country dial code)Fax Fax (include country dial code) *Not required, can be left blank if nothing to go here



Email E-Mail This is where the Purchase Order will go to for the supplier Invoice Tab

Customer

Currency Must be GBP (Sterling Pounds) if paid by BACS Tick the Fixed box next to Currency



Pay Method IP - BACS Tick the Fixed box next to Currency

Bank Details

Bank Account Bank Account number should be 8 digits, if only seven supplied add a lead 0 Beneficiary Acc Name

Beneficiary Bank Account Name – This must be the exact name of the bank account the money is being sent to

Sort code Enter 6 digits (do not put in hyphens) this is validated in the system if the system does not allow contact Agresso Support on ext 55010

Status Status Must be ‘Active’ to be used



Quick Notes for Supplier input – Foreign Suppliers with Foreign Bank AccountsBeneficiary Bank = a beneficiary bank is the receiving bank where the supplier has their accountCorrespondence / Intermediary Bank = an intermediary or correspondent bank is a third-party bank used by the beneficiary bank to facilitate international transfer and settlement of funds.Web sites for reference IBAN Validity Checker - http://www.ibancalculator.com/iban_validieren.html

SWIFT Validity Checker and Bank Address finder - https://www.swift.com/bsl/IBAN Formats broken down by country https://en.wikipedia.org/wiki/International_Bank_Account_Number


Classification

Supplier Group Foreign Supplier – S2Country Country where the supplier is based


Company Reg. No If on the backup info sent by Supplier enter, if not then type FOREIGNVAT No If UK or EU VAT registered enter, if not then type FOREIGNRoll/Short Postcode or CountryExternal Ref If the supplier has provided forwarding, intermediary or clearing bank details, instructions. This

detail is required to be enter here, otherwise leave as full stopNotes Notes Reason for spend / contract value and who requested supplier set upContact Information TabAddress Add -



Address Type General / TermStreet Address First Line of AddressCountry This will default to the country entered, when inputting new or when originally set up, from the

Supplier Tab, if being paid by Transfer leave as the suppliers country even if going to a UK bankPostcode Postcode / Country + Zip codeTown/City Town / City *Not required, can be left blank if nothing to go hereCounty County / State *Not required, can be left blank if nothing to go here

Phone Numbers

Telephone Telephone (include country dial code)Fax Fax (include country dial code) *Not required, can be left blank if nothing to go here



Email E-Mail This is where the Purchase Order will go to for the supplier Address Click add for another address and change type to 'Beneficiary Bank' (This address is for the beneficiary bank address

where the money is being sent to)


Address Type Beneficiary BankStreet Address First Line of Bank Address. Enter here anything that doesn’t go in County, Town/city or post code.Country This will default to the country you have put on the Supplier Tab - If the payment is being made to a

bank in a different country to the supplier change this to the Bank’s CountryPostcode Postcode / Country + Zip codeTown/City Town / City County County / State

Invoice Tab

Customer

Currency The currency the invoice will be in and we will therefor pay the supplier in. Tick the Fixed box next to Currency



Pay Method TF - International Tick the Fixed box pay method

Bank Details Bank Account Bank Account number for the first bank account the money is to go to. If an IBAN is provided the supplier may not have quoted the account number. This is still required and will need to be entered.

Pay Ref To be used if a specific reference / instruction is to go out on all payments to this supplier (limited to 35 Characters)

Beneficiary Acc Name

Beneficiary Bank Account Name – This must be the exact name of the bank account the money is being sent to

IBAN IBAN Number - Do not put any gaps in this field. *Required for EU countries, non-EU can be left blank if not provided

SWIFT SWIFT - (Swift/ Swift BIC code) - Do not put any gaps in this field *Required field, if requested and advised by the supplier that they have no Swift code please speak to AP Team before setting


https://en.wikipedia.org/wiki/International_Bank_Account_Number

https://www.swift.com/bsl/

http://www.ibancalculator.com/iban_validieren.html


up your supplierStatus Status Must be ‘Active’ to be used
