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What is the purchasing process?

Before you place an order with a supplier, you should first raise a requisition on Agresso for the amount of the purchase. On saving, this will be sent to the appropriate budget holder(s) for approval.

Raising a requisition

Budget holder tasks - approving a requisition

Entering details for a new supplier

 

When the Budget Holder has approved the requisition, a Purchase Order will be sent to the requisitioner. This will have a 6 digit Purchase Order number which should be quoted to the supplier when placing the order. The Purchase Order can be faxed or emailed to the supplier if necessary.

Goods receipting

Once the goods or services have been received, the order should be Goods Received on Agresso. This indicates that you are satisfied and that the invoice, when received by Purchase Ledger, can be paid. If Purchase Ledger receive a supplier invoice for which no goods have been receipted or order raised, appropriate tasks to do so will be sent to the most appropriate administrator.

Administrator tasks - missing goods receipt

Administrator tasks - no order for invoice

Sometimes an invoice received by Purchase Ledger will materially exceed the value of the purchase order. In such an instance Purchase Ledger will send a task to the most appropriate budget holder to review and approve.

Budget holder tasks - invoice control exceeded


Suppliers should send invoices directly to the Purchase Ledger office. If the invoice is sent to you instead, please send it to the Purchase Ledger office so it can be paid. Please note that Purchase Ledger must receive the supplier's invoice before any payment can be made.

Due to the fact that hire charges may not be known prior to being invoiced, taxis may be hired without an approved requisition on Agresso. The requisition may be entered and approved once the invoice has been received and the hire and service charges are known.