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Sales, Purchases and VAT

The University has set procedures for requisitioning supplies which require the administrator responsible to enter the details onto Agresso. Requisitions are subject to budget holder approval before a purchase order will be raised.

Raising a Purchase Order

  • First raise your requisition on Agresso web (Raising a requisition).
  • If your supplier has not yet been set up on Agresso you will need to do so before completing the requisition (Raising New Suppliers on Agresso).
  • Wait for the budget holder to approve the requisition (Budget holder tasks - approving a requisition).
  • The purchase order will be sent to you by email.
  • Contact the supplier and place your order, quoting the purchase order number and sending them a copy by email if requested.

Processing the Receipt of Goods or Services

Other Tasks

If steps in the process are missed, other tasks may be generated and sent to you by the Purchase Ledger Department to remedy the situation. Guidance on these other tasks is available via the links below. These tasks should be regarded as a last resort and can usually be avoided by correctly following the procedures above.

Administrator tasks - missing goods receipt

Administrator tasks - no order for invoice

Budget holder tasks - invoice control exceeded

 

Purchase Ledger Department

Contact details

The University’s Purchase Ledger team is responsible for processing supplier invoices and arranging payments for goods, works and/or services supplied to the University including international payment transactions. They are also the point of contact for supplier queries. 

The Purchase Ledger team are located in FML Building, Room FML002.

The main contacts are:

Staff member

Concact details

Kara Grivosti

Purchase Ledger Assistant (Mon-Thu)

grivosk@hope.ac.uk 

0151 291 3174

Jamie Maguire

Purchase Ledger Assistant (Fri)

maguirj@hope.ac.uk 

0151 291 3833

Ettie Turnbull

Purchase Ledger Clerk

turnbue@hope.ac.uk 

0151 291 3489

Email enquiries purchaseledger@hope.ac.uk

 

Invoices

All invoices are processed centrally by the purchase ledger team and should be sent there (preferably via email to purchaseledger@hope.ac.uk in pdf format) to ensure they are registered on Agresso promptly.

Payment methods

The University makes all payments electronically either by; BACS (for UK payments), by bank transfer (foreign payments) or by direct debit / standing order. Cheques are issued on an exceptional basis.

Payment runs

BACS - The payment run is every Tuesday, with funds being received in the suppliers bank account typically by Friday of the same week.  All invoices to be included in the payment run must be received by the Monday with a valid purchase order number and appropriate goods receipting tasks completed.

Foreign payments – The payment run is every Wednesday, with funds being received in the suppliers bank account typically by the end of the following week.  All invoices to be included in the payment run must be received by the Monday with a valid purchase order number and appropriate goods receipting tasks completed.

Payment terms

It is the University’s policy to pay promptly within the terms agreed with the supplier.  The University's payment terms are 30 days from the date of invoice.  If a supplier is to be paid outside of the usual 30 days, please contact the University's Procurement Manager in the first instance.