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Web Purchasing, Frequently Asked Questions

Web Purchasing FAQ

• Q: How do I get access to the Web Purchasing system?
  A: You must first have an Agresso account and have attended a training course on Web purchasing.
  
  
  
• Q: Does the supplier I wish to deal with exist on the system ?
  A: If it is your first time ordering from a supplier they may not be set up on Agresso.  If the supplier is not set up then you cannot purchase from them via the web. Go to the Finance Accounting website and see details regarding setting up a supplier.
  
  
  
• Q: Does the purchase require an asset number?
  A: If the purchase requires an Asset number then you must have this in advance of entering the PO you must complete an asset acquisition form available Financial Accounting - Forms.
  
  
  
• Q: How do I know the purchase requires an Asset number?
  A: Check out the University's Financial Policy and Procedural Manual Fixed Assets
  
  
  
• Q: Does the system work with Netscape?
  A: No the system only works with Internet Explorer 5 or above. IE6 is the recommended browser.
  
  
  
• Q: Does the system work from home?
  A: Yes, web-based access to the system is possible from home via https://agresso.nuigalway.ie/
  
  
  
• Q: How long does it take before I get a copy of the PO emailed to me?
  A: This depends on whether you are the approver of the request. If the request to purchase is approved , you should receive an email within 1 hour of it being approved.
  
  
  
• Q: Requisition not distributed?
  A: This means that you are not authorised to raise web requisitions from this sub account. You may have access to it in Agresso but not on the web portal. You need to ask Orla Timon, Research Accounting, (for research and capital sub accounts) or Nicola McNicholas, Management Accounting, (for departmental sub accounts) to authorise the setup of the sub account in question for web requisitioning. Please note that requisitions can not be deleted.
  
  
  
• Q: You haven't received a PO?
  A: PO's are sent out once an hour so make sure that you haven't entered your requisition within the last hour. It'll be on its way. Check the status in Requisition Status. If you have entered a PO that is > €10,000 (including VAT), then your requisition will be rejected. Large value PO's should be sent to Financial Accounting on paper. If your requisition has a status of Finished and you have entered it hours ago and still haven't received it, then contact the ISS Service Desk who will re-send it to you.
  
  
  
• Q: Failed Funds Check?
  A: Check that the sub account has sufficient funds in Agresso.
  
  
  
• Q: Invalid Value when entering a sub account?
  A: The sub account may be closed (status is not Active). It may have an end date in the past. A sub account may also have a start date in the future. A variation on this is when a subaccount has a start date in the first 2 weeks of a month and you are trying to raise a requisition for it. You will not be able to do this until the current financial period (month) has been opened. This usually happens around the 12th of the month.
  
  
  
• Q: Product will not allow you to enter a quantity of more than one?
  A: Some products are set up to allow you to input a quantity of one only e.g. services
  
  
  
• Q: VATable Research Projects - changing vat code to P0?
  A: VATable research projects default a tax code of P4. In some cases, you might attempt to overwrite the P4 with a P0 e.g for Travel. Currently, Agresso Web won't allow you to do this. You should contact Accounts Payable with the order number and ask them to change the tax code for you.
  
  
  
• Q: I entered an incorrect supplier code or product code or sub account on my web requisition?
  A: Contact Accounts Payable with the order number and ask them to make the changes for you. You'll be issued with a new PO by email. You cannot change a web requisition once it has been entered.
  
  
  
• Q: I need to reject a requisition that came to me in error?
  A: Go to requisition approval and click on the requisition that is waiting to be approved. Tick it on and enter a comment in the Comment box e.g. Rejected by xxxx . Tick on the X Reject icon and save it. This will then be returned to the requisitioner who raised it.
  
  
  
• Q: I can't find the supplier in the list?
  A: If it is your first time ordering from a supplier they may not be set up on Agresso.If the supplier is not set up then you cannot purchase from them via the web. Go to the Financial Accounting website and see details regarding setting up a supplier.
  
  
  
• Q: What Tax codes to I use for Foreign Currency Purchases on the web?
  A: When using web requisitioning for FOREIGN PURCHASES, the TAX CODE “P0” (upper case P followed by a zero) should always be entered in the TAX CODE field on screen. More details available online.

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