SALES INVOICING by gabyion

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									Agresso 5.5


Frequently Asked Questions
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 INDEX

 1) What is the difference between Self Service and Smart Client? .............................................................................. 1
 2) How do I load the applications on my desktop? ...................................................................................................... 1
 3) How do I log on to Agresso 5.5?............................................................................................................................. 1
 4) What is workflow? .................................................................................................................................................. 1
 5) How are transactions authorised in Agresso 5.5? ................................................................................................... 2
 6) Do invoices still need to be coded and signed? ...................................................................................................... 2
 7) Are there any quick guides on the Finance web site? ............................................................................................. 2
 8) What if I need help? ............................................................................................................................................... 2
 9) How does the paperless purchase to pay system work? ......................................................................................... 3
 10) What is the difference between a requisition number and a purchase order number? ........................................... 4
 11) How can I find and view my purchase order?........................................................................................................ 4
 12) How do I know when a purchase order has been e-mailed to a supplier?.............................................................. 4
 13) How do I print a purchase order?.......................................................................................................................... 4
 14) What if I've already received the goods, should I raise a requisition? .................................................................... 4
 15) Can I copy a sales order previously created in 5.4? .............................................................................................. 4
 16) Can I select another person’s name to print on sales invoices? ............................................................................ 4
 17) Has the system for credit card purchases changed? ............................................................................................. 5
 18) Has the system for foreign purchases changed? .................................................................................................. 5




 1) What is the difference between Self Service and Smart Client?

 Self Service is the web version of our Financial Accounting system, Agresso 5.5, and is used for the new paperless
 purchase-to-pay process, on-line authorisation and the raising of most sales invoices.

 Smart Client is the name given to the back office system used by the central finance team and departmental
 officers/equivalents who need access to the general ledger and / or to raise advanced sales invoices.



 2) How do I load the applications on my desktop?

 Instructions on how to load both Self Service and Smart Client are available on the Finance web site at
 http://www.lancs.ac.uk/depts/finance/ under 'Agresso Finance System. '



 3) How do I log on to Agresso 5.5?

 You don’t need to as we have moved to single sign-on which means you don't need any further passwords. Clicking
 on the Agresso icon should launch you straight into the application. Please contact agressosupport@lancaster.ac.uk
 with any access problems.



 4) What is workflow?

 Workflow is the electronic mechanism whereby tasks and transactions are automatically routed by the system
 eliminating the need for paperwork and manual signatures.




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Agresso 5.5


Frequently Asked Questions
    __________________________________________________________________________________________________________________________________________________________________________________________________________________________




 5) How are transactions authorised in Agresso 5.5?

 Authorisation is now on-line and manual signatures are no longer required. All budget holders have been given a
 user profile within Agresso 5.5 and receive electronic tasks when they are required to authorise a transaction.



 6) Do invoices still need to be coded and signed?

 Absolutely not. Invoices relating to Agresso 5.5 requisitions will be received directly in the centre and will be scanned
 into the system. Paper copies will be retained in the centre for European audit purposes only - all other invoices will
 be destroyed. This approach has been agreed with our auditors and with HMRC.

 Transitional arrangements are in place for pre Agresso 5.5 orders and these have been notified to Departmental
 Officers.



 7) Are there any quick guides on the Finance web site?

 Yes, the following guides are available on the Finance web site at http://www.lancs.ac.uk/depts/finance/

             Advanced requisition
             Authorisation
             Finding and viewing your purchase order
             Amending a purchase order
             Goods receipting
             Sales invoicing
             Sales credit notes



 8) What if I need help?

 Please contact our dedicated Agressosupport team at Agressosupport@lancaster.ac.uk




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Agresso 5.5


Frequently Asked Questions
    __________________________________________________________________________________________________________________________________________________________________________________________________________________________




 9) How does the paperless purchase to pay system work?

 The following diagram illustrates the purchase to pay workflow:

                                                                                     Who                                                               What                                                          How


                                                                            Heads of                                        Please may I have a new laptop
  Start              Simple requisition                                    Department /                                     and charge to my 7000 project -                                                  Self Service
  here                                                                    Budget Holders                                                thanks


                  ( This simple requisition stage is entirely optional and gives Heads of Departments and other budget
                  holders the facility to notify Departmental Officers of a purchasing requirement)


                                                                                                                             Sources, codes, knowledge of
  or                         Advanced                                      Expert Agresso
                                                                                                                             procurement policies, preferred                                                 Self Service
  here                       requisition                                        user
                                                                                                                                     suppliers etc


                  (This is where the Departmental Officer places the requisition on Agresso )

                                                                           Budget holder /
                          Authorisation                                                                                              Authorises expenditure                                                  Self Service
                                                                             delegate

                  (This is the authorisation stage where Departmental Officers authorise up to £1k and is automatically
                  routed to the next authorisation step as appropriate).

                  When the transaction is approved, the system automatically converts the requisition and sends a
                  purchase order by e-mail to the supplier.


                                                                           Expert Agresso                                    Tell the system goods received
                       Goods received                                                                                                                                                                        Self Service
                                                                                user                                                   and ok to pay


                  (This is where the Departmental Officer tells Agresso that the goods or services have been delivered and
                  is effectively giving the Finance Office authorisation to pay the supplier)

                                                                                                                                                                                                                  Central
                                Invoice                                   Central finance                                   Received and scanned centrally
                                                                                                                                                                                                                  finance

                  (All purchase invoices will be received in the centre and scanned into the system. Paper copies will be
                  retained in the centre for European audit purposes only - all other invoices will be destroyed).

                                                                                                                                                                                                                  Central
                              Payment                                     Central finance                                                      Pays supplier
                                                                                                                                                                                                                  finance

                  (The scanned invoices will automatically be matched against the purchase order and will be paid if within
                  a tolerance level of the higher of 1% or £5.)




46e7688f-37f9-4e98-9571-94a07d001009.doc.doc                                                                                                                                                                                Page 3 of 5
Agresso 5.5


Frequently Asked Questions
    __________________________________________________________________________________________________________________________________________________________________________________________________________________________




 10) What is the difference between a requisition number and a purchase order number?

 A requisition number is generated when a requisition has been saved and the number range begins with 6000. When
 a requisition has been approved, a purchase order number will be assigned with a number range beginning with
 5000.



 11) How can I find and view my purchase order?

 We have written a quick guide to show you how to find and view your purchase orders and this is now included in the
 list of quick guides shown at 7 above.



 12) How do I know when a purchase order has been e-mailed to a supplier?

 If your requisition has been converted to a purchase order, that is you have found your 5000* number or viewed your
 purchase order, the system will have already sent the e-mail to the appropriate supplier.

 Interim arrangements for Lyreco orders, prior to the go-live of the on-line ordering system have already been sent to
 Departmental Officers.



 13) How do I print a purchase order?

 You don't. We have moved to a paperless purchase to pay system and the supplier will receive an e-mailed
 purchase order.



 14) What if I've already received the goods, should I raise a requisition?

 No, because if you do, the supplier will receive another purchase order. In such cases, you simply need to code and
 sign the invoice and we will process the transaction as if it were a pre 5.5 order.



 15) Can I copy a sales order previously created in 5.4?

 You can copy sales orders in Smart Client but for Self Service you will to enter the details again. Anything raised in
 5.5 is then available for copying in either system.



 16) Can I select another person’s name to print on sales invoices?

 Yes, by selecting the appropriate name from the 'responsible' drop-down box when entering invoice details. You will
 need to remember to use that person's name when creating the sales invoice.




46e7688f-37f9-4e98-9571-94a07d001009.doc.doc                                                                                                                                                                                Page 4 of 5
Agresso 5.5


Frequently Asked Questions
    __________________________________________________________________________________________________________________________________________________________________________________________________________________________




 17) Has the system for credit card purchases changed?

 No. The process for dealing with credit card transactions has not been changed. During Phase 2 of the
 implementation, we plan to increase the frequency of uploads to Agresso and further information will be issued at the
 appropriate time.



 18) Has the system for foreign purchases changed?

 No. The process for dealing with foreign payments has not been changed. During Phase 2 of the implementation, we
 plan to automate certain foreign payments, particularly Dollars and Euros and further information will be issued at the
 appropriate time.




                                                        For any queries, please contact the following Email address:-
                                                                   Internal – ‘Finance Agresso Support’
                                                                External – agressosupport@lancaster.ac.uk




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