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Financial System - Agresso Online Services, Getting started

Agresso Training for NUI Galway staff members is available by contacting mary.halpinnuigalway.ie ext 2184, Financial Accounting

Getting Started

How do I get an Agresso Account?
How do I login to Agresso?
Standard Reports
Drill Down For More Detail
Advanced Enquiry Features

How do I get an Agresso Account?

In order to get an account on Agresso, you must first be set up with access. There are two methods of gaining access:-

If you are the "account owner" i.e. you are responsible for the budget in the account and are in receipt of monthly reports, you will need to contact Management Accounting, listing the account numbers you want access to and your employee number.
If you are not the “account owner”, then the account owner should contact Management Accounting, authorising your access to a list of the account numbers and also proving your employee number.

Note: There is no requirement to contact Management Accounts, when an Agresso account is only for the purposes of claiming expenses.

Once Management Accounting has authorised access, the ISS Service Desk will create your account and contact you within three working days with your Agresso account details.

How do I login to Agresso?

Agresso is available online at https://agresso.nuigalway.ie/

At the Agresso login screen enter your Username, Client and Agresso Password.

Username - Your staff/payroll number Note: Your Agresso Username differs from your email/UDS Username, remove the leading zero and the letter s - e.g. 012345 Client - U1 Password - Minimum of 8 characters Mandatory Alphanumeric Password i.e. password must consist of both letters and numbers e.g. A123456Z

Standard Reports

Standard Templates for Looking Up Information

These reports will provide you with most of the basic information, which you will require from Agresso. The same process is used to enter each report. Just open the files indicated below the report name by clicking on the “+” sign and finally double click on the report. Samples of these screens are below. First a “template screen” will appear on your PC. Just click on the “SearchC” tab and ensure

The correct Department /Capital /Research Code is included in the Subacc field
The correct Period is recorded.
(For the Financial Year 2005/06 set PERIOD greater than or equal to 200500 PERIOD less than or equal to 200512
For the Financial Year 2006/07 set PERIOD greater than or equal to 200600 PERIOD less than or equal to 200612).
Finally to run the report, click H (binoculars).

Important Icons (when looking up information)
	H (binoculars) - Whenever you use the “SearchC” tap to retrieve information, use the binocular icon to refresh your screen.
	The video buttons can be used to expand or summarise the information on screen.

Reports

Departmental Enquiry Budget v Actual
(+AGRESSO Financials/+General Ledger/+Enquiries/+Balance Tables)

The purpose of this report is to show the department expenditure for the year. Once you have entered the correct Department code and clicked on the binoculars, the RESULTS tab shows total expenditure plus outstanding POs compared to Budget by General LedgerAccount by Period for a Department (Dxxxx).

Agresso Departmental Enquiry Budget v Actual Result Screen

The answer to the question “how much do I have left in my grant?” is shown under available on line "D300 GENERAL NON PAY".

Capital Enquiry Budget v Actual
(+AGRESSO Financials/+General Ledger/+Enquiries/+Balance Tables)

The purpose of this report is to show capital expenditure to date. The RESULTS tab shows total expenditure plus outstanding POs compared to Budget by General Ledger Account by Period for a Capital Account (Cxxxx).

Research Budget Enquiry Budget v Actual
(+AGRESSO Financials/+General Ledger/+Enquiries/ +Balance Tables)

The purpose of this report is to show research expenditure to date. The RESULTS shows total expenditure plus outstanding POs compared to Budget by General Ledger Account by Period for a Research Account (Rxxxx). Note: This template should not be used for RNRxxx accounts.

Detailed Expenditure
(+AGRESSO Financials/+General Ledger/+Enquiries/+GL Transactions)

This report provides a list of expenditure by General Ledger Account number, detailing Supplier, PO No., Invoice No., and of course amount. The steps are the same as the above, double click on the report name, go to “SearchC” tab, enter correct code and period and click on H (binoculars). The RESULTS tab shows a summarised list by General Ledger Account. Use the “video
buttons” to expand the information and get detail by transaction.

Total Outstanding POs
(+AGRESSO Purchasing/ +Purchasing /+Enquiries/+PO Details)

Menu Screen showing Total Outstanding POs Report

This report shows those POs, which are on the system but have yet to be “matched” with an invoice. They are commitments that the account holder has entered into and effectively reduce the budget available. The steps are the same as the above, double click on the report name, go to “SearchC” tab, enter correct code and period, and click on H (binoculars The RESULTS tab shows a summarised list of outstanding POs by General Ledger Account. Use the video buttons to expand the information and get detailed list of outstanding POs, including supplier, PO numbers, product code and requestor. Note: The value in this report is exclusive of VAT.

Drill Down For More Detail

Expenditure

Where information has been summarised on Agresso, usually by month, the drill down feature can be used to get more detailed information on a specific invoice or payment. First use the “video buttons” to expand the information on screen. Then, double click on the line, for which you require additional information. (Usually this only works, where there is a white background.) You may get a template screen, so use the binoculars to drill down further. You may be able to drill further down. Keep going until you can go no further!

POs

When you have drilled down to a specific PO line, it might be useful to try “Tools/Order” command on the toolbar, which will give all the available information with regard to the PO in question.

Advanced Enquiry Features

Once you are comfortable with the standard enquiry function, don’t be afraid to experiment with the system. You have “read only” access, so you can’t do any damage!

How to Search for Specific Information

The “SearchC” tab in the template screen can be used to be more specific when searching for information. The following parameters may be useful, when defining your search criteria:-

Period- Refers to month in which the transaction happened in the General Ledger e.g. 200401 can be broken down to

2004 Academic/Financial Year 2004/05
01 Month 1, i.e. October

(Examples, 200408 is May 2005, 200512 is September 2006, 200402 is October 2004)

This will be very important when we get to a new financial year.

Account - Use the General Ledger 4 digit number
Subacc - Use the Department Code (Dxxxx) or Capital Code (Cxxxx) or Research Code (Rxxxx).

For a full list of these parameters available, right click below the lines in the “SearchC” tab and add field. This will provide a full listing.

Personal Menu

You can “drag and drop” your favourite reports into your personal menu for ease of access.

Convert To XL

By simply highlighting the area on the Agresso screen, using “Edit/Copy” commands from the toolbar and pasting onto an XL spreadsheet, you can transfer the Agresso entries to XL for additional analysis.

eMailing Reports

Reports can be emailed by using the “File/Send” command on the toolbar.

Information Solutions and Services
Phone: Admin: eMail: Support ICT Regulations
This page was last updated Friday, November 18, 2011