FAQs
| General | Format and Layout | Access and Setup | Passwords and Login | Training and Further Information |
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| Expenses | Submitting a claim | The Process | Approvals | Payment | Technical Stuff |
| Marketplace | Substitutes | Goods Receiving (GRN) | |||
| External Purchasing | Entering a Requisition | Goods Receiving (GRN) | Approval | Searching for details | Access and Setup |
| Internal Trade | Entering Information | Searching for Details | Access and Setup | ||
| Enquiries and Reports | PI Desktop | Access and Setup | |||
| Journals | Creating Journals | Reporting | |||
| Workflow | Access and Setup | Substitutions | Maps |
General
Format and Layout
- How do I set up a link from one screen to another?
- My menu bars have moved. How do I reset my screen setup?
Access and Setup
Passwords and Login
Training and Further Information
- What courses are there for Agresso?
- Help! I have done an Agresso training course but where can I get more advice?
- I have a problem not covered on the website - where can I go for help?
- I have lots of P2P queries - where can I access more information?
Expenses
Submitting a claim
- I do not know the project to be used for my claim.
- I have a VAT receipt from overseas – is this a valid VAT receipt?
- Can I include scans of receipts with my claims?
- Can non staff members use web expenses?
- I have Expenses to pay to a (Sports) Referee – how do I do it?
The process
Approvals
- Who is responsible for checking that claims are within the regulations?
- What am I checking when I approve a claim?
- If as an authoriser I amend a claim does it workflow back to the claimant for confirmation?
- If my claim is rejected by an authoriser how will I know?
- How do I change the project on a single line already entered?
- How do I change the project for all lines?
Payment
Technical Stuff
Marketplace
Substitutes
Goods Receiving (GRN)
External Purchasing
Entering a Requisition
- I've typed a product description but it has been overwritten - what do I do?
- How do I locate a requisition in workflow?
- How do I print orders locally?
- How do I ensure the items that I have ordered are delivered to the correct location?
- How can I add a document to a requisition for approvers to see?
Goods Receiving (GRN)
Approval
- Will I be notified of requisitions to approve?
- Can I turn off the emails if I do not want them?
- How do I approve Requisition forms?
- What is Forward Distribution on the GL transaction approval screen?
- How can I find a list of suppliers/products that I have ordered?
- I can see everyone else's requisitions/POs – how do I limit the search to only my own requirements?
- How can I check which account code to use with products and vice versa?
- How can I find the GL coding used for a requisition?
- Can I check to see if a sales invoice has been paid?
Access and Set up
Internal Trade
Entering Information
Searching for Details
Enquiries and Reports
PI Desktop
- How do I find a list of Estates costs that have not yet been recharged?
- How do I view "K" type accounts (Personal General Funds)?
Access and Setup
Journals
Creating Journals
Reporting
Workflow
Access and Setup
Substitutions
- How do I change departmental approvers?
- How do I set up a substitute?
- How do I activate a substitute?
- How do I see if a substitute has been set up?
Maps
If you can not find the answer to your question here, try looking at the topic related pages on the left before raising a ticket with the BUCS Service Desk.
General
Format and Layout
It is possible to create links from browser templates to other browser templates, screens, reports and external links. Links between Browser templates can only be created and administered by users who have the necessary access rights.
Open the window from which you want to create a personal link, then choose 'New Link' on the Links menu. On the Link tab, where the first section contains read-only information for the source window, do the following:
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Enter a name for your link and select the type of link you want to create
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For windows, reports and browser templates, select the module and menu item of the window
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For reports you may also name a report variant
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For external links, enter the address to a website or a file path in 'argument'
View screenshots of the process
Users sometimes inadvertently drag task lists or other menu bars either off the screen or into the middle of the screen. You may then find that you cannot see your task list or other menus – very annoying! The simple way to remedy this is to log out, then log back in again but be sure to tick the option on the login screen at the bottom of the login screen “Reset Display Options”.
Access and Setup
If you believe that you need access to additional features, Please speak to the appropriate approver in your department (Faculty Finance Manager/ Department Administrator) and ask them to complete the MIS User Registration Form to request the access you need.
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Intel Pentium IV or equivalent.
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1.0GHz processor speed.
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512Mb RAM.
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Minimal disk usage so any hard drive.
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Operating System Version/Patch level
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Windows XP
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Windows 2000
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Windows NT 4.0 SP 6 or higher
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Windows 98
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.NET Runtime is highly recommended and required for certain functions
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Internet Explorer 6/ Internet Explorer 7/ Internet Explorer 8
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FireFox (Latest Version) - Mac/ Linux/ Windows
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Opera (Latest Version) - Mac/ Linux/ Windows
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Safari (Latest Version) - Mac/ Windows
Passwords and Login
Agresso now uses your BUCS Username and Password for authentication.
Please call the BUCS Service Desk. They will check the status of your account. Please note that your password is case sensitive.
Training and further information
Agresso courses are run by IT Training. Please check their website for course details and scheduled dates.
Need help with a new Sales Product or Customer – please contact: cashiers@bath.ac.uk
For all other problems please contact the MIS Service Desk.
There is a wealth of helpful advice on the Purchasing Services' own web pages. Alternatively, look up their up to date FAQ's here. Finally contact the Purchasing Services' Help Line on ext 5075.
Expenses
Submitting a claim
All staff at the University have access to claim their expenses through Agresso. You will need to have your receipts/ details of mileage travelled and know the project code that you are going to charge the expenses against before you can submit the claim. Once you have these details log in to Agresso on the web (this can be found on the University home page on the right hand side) using your BUCS username and password. There is a step-by-step guide available on the IT Training website which will guide you through a basic claim.
• What if I am missing a receipt?
Put a note in the text description for the line that you have lost or did not have a receipt. The Payments Office will make a judgement whether or not to pay the claim.
• I do not know the project to be used for my claim.
You can enter a claim in DRAFT status with the wrong project on it (it must be a valid one) and then save it. Once you know the project you can then re-open the claim and amend the project at the top of the Expenses tab, then click on the “Update All Items” button.
• I have a VAT receipt from overseas – is this a valid VAT receipt?
No. You should not include this in any Expense Type which includes the description VAT receipt.
• Can I include scans of receipts with my claims?
We have not yet configured the ability to hold scanned documents against claims. If there is need for this we will implement it as a further stage of development.
• Can non staff members use web expenses?
Only members of staff and postgraduate students have access to Agresso. Anyone else (undergraduate students, temporary members of staff, interview candidates, sports referees etc) will not have an Agresso account, instead they should continue to use the orange payment voucher.
• I have Expenses to pay to a Sports Referee – how do I do it?
Do not claim them via Web Expenses but submit the orange form as before with the claim provided by the referee.
The process
• Will claims be fund checked?
Workflow will fund check claims against the available budget; if there are insufficient funds it will be sent back to the person who entered the data.
• Are there plans to phase out the paper process?
Yes. All members of staff and postgraduate students will need to use Agresso to claim expenses from 1 August 2011.
Approvals
• Who is responsible for checking that claims are within the regulations?
This will be undertaken by the Payments Office.
• What am I checking when I approve a claim?
You are checking that the claimant had approval for undertaking the journey.
• If as an authoriser I amend a claim does it workflow back to the claimant for confirmation?
Yes it does and you will subsequently receive it for approval once it has been confirmed.
• If my claim is rejected by an authoriser how will I know?
You will receive a workflow task and an email telling you that you have one. Click on the task and it will take you into the authorisation screen where you can amend/provide further information in response to the comment which has been added to the task. You can also call the authoriser and ask what they need.
• How do I change the project on a single line already entered?
Please see our guide for more information. 
• How do I change the project for all lines?
Please see our guide for more information.
Payment
• How will I be paid?
You will not automatically be paid into the account into which your salary is paid. If you have previously claimed Expenses, then the details will normally be picked up from the data set up previously. First-time claimants will be paid by cheque by default. It is important to check the ‘Print Preview’ report – this will tell you whether you will be paid by cheque or by BACS, and the department that the cheque will be sent to or part of the bank account number, as appropriate. Contact the Payments Office to make alternative arrangements.
Technical stuff
• What Internet browsers are supported for Agresso access?
Browser Notes
Internet Explorer 6
Internet Explorer 7
Internet Explorer 8
Firefox (latest version) - Mac, Linux and Windows
Opera (latest version) - Mac, Linux and Windows
Safari (latest version) - Mac and Windows
Marketplace
Substitutes
If people assign their draft carts to you to bring back in to Agresso, you should activate a substitute for when you are absent.
Goods Receiving (GRN)
If you have created a requisition from bUmp from a cart assigned to you by another user you may receive a missing GRN task when the invoice is registered. You will probably want to contact the original window shopper to find out if the goods have been received but you cannot see their ID on the GRN screen. How to identify the original Window Shopper .
External Purchasing
For an overview of the process involved take a look our flow diagram
When you raise a requisition, it is possible to change the standard generic product description to one more specific to your order. However, any detailed description that you enter will be 'lost' if you do a search before you have 'saved' the changes you have made.
There are three approaches you can chose from:
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as soon as you have amended the description, 'save' the change before doing anything else (use the 'apply your changes' button at the right hand end of the row)
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change the description as the last thing you do before you save the row/requisition
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enter your detailed requirements into the "Product Text" box under 'Detailed Information' (you should do this anyway if you have a lot of additional description)
If you know all the information necessary to raise the requisition (supplier info and so on) and do not need to do a search you probably will not encounter this issue.
This problem only seems to apply to web raised requisitions - Smart Client does not seem to exhibit the same issue.
For Smart Client users select logistics > purchasing > requisitioning > workflow enquires.
For Self-Service users select Requisitioning > Workflow Enquiry then narrow it down by username.
How to print orders locally (orders placed on Agresso).
If you have placed your order through eMarketplace the purchase order details will generate and send to the supplier automatically. To view purchase order details you will need to search within Marketplace through 'PO History'. Clicking on the view icon will display a printer friendly view of the purchase order details.
When entering a requisition, enter a name in the 'Delivery attention' field on the delivery tab. Information in this box will appear in the 'Please deliver to' section of the Purchase Order and will appear on the address label of the parcel.
You can add a document to a requisition so that approvers can see it when they go to approve. When you have entered the requisition (before saving) click on the document archive, click on requisition documents and add existing document. Locate the file(s) you want to add and save. The document will travel with the requisition and transfer to the Purchase Order but will not automatically print.
Goods Receiving (GRN)
From the 'goods receipt' screen enter your order number and tab. This will populate details on the screen and convert the OrderNo and Supplier details to hyperlinks. Follow the hyperlinks for further details.
Goods receive the Purchase Order in the normal way and adjust the quantity of items received. Select a reason for cancelling the rest using the 'Reason Codes' drop down menu. Ensure you cancel the remaining quantity so that the order quantity is adjusted and the commitment reduced, otherwise the purchase order will remain open.
An email alert will normally be sent to the person who raised the order but this does not restrict access, any user can GRN an order.
Approval
Each day at 11am an email will be sent to you if new tasks have been added since 11am on the previous working day. This will consolidate all tasks of the same type in one email - all requisition approvals on one and all journal approvals on another. The email will detail the suppliers, amount and project if it is a requisition. It will also give you a link to the flash video demonstrating the approval process and a link to Agresso to access the appropriate screen.
Log in to Agresso on the web. Select Options > Personal Alert Setup and then change the option shown as "Preferred Alert Media" to Alert List, this will only use the alert task list. If you want to reinstate emails, reverse this process.
There is a helpful short Flash video available here.
You are asking someone else to approve the transaction – delegating your responsibility. Please ensure that the person to whom you send the transaction is authorised to approve transactions themselves!
Searching for details
Once authorised a requisition disappears from ‘workflow' but there maybe a delay before the PO is created. Currently the conversion routine is only being run twice per day, so you may not see your PO until after lunch or the next morning depending on when the requisition was authorised.
From the requisition entry screen on Smart Client you will see a tab 'My Supplier and Product List'. This report will give you a list of all the suppliers and products you have ordered in the last year. You can then copy and paste information from here into your requisition by using Edit/Copy in the report followed by Edit/Paste in the requisition entry screen.
Using F9 enter your own user id in that field and then hit F7. If you are looking at the workflow enquiry there is a separate report which can be used for your cost centre - click on the plus button beside the Workflow enquiry; this will show the next level down where you will see the "My Cost Centre" option, Double click on this, press F7 or the binoculars and enter your cost centre (for example EUYY for ESML, FNYY for Finance office).
Two reports have been created under Reports > Global Reports > Purchasing > Requisitioning which will allow you search against an account code or product.
A report is accessible under Reports > Global Reports > Purchasing > Requisitioning > Requisition GL Coding Enquiry which will allow you enter a requisition number to produce a report of the GL coding used.
Reports are available under Reports > Global Reports > Sales Inv Reports which will allow you to check a specific customer/ project or date range. Any balance outstanding will be shown in the 'Balance' column.
Set up
There are a variety of sources of help for you to use.
Please email: purchasing-services@bath.ac.uk
Take a look at the IT Training Manuals
Take a look at the simple, short Flash Videos
For Purchase to Pay: Requisition and Goods Receiving (P2P) issues please visit the Purchasing Services Website (includes details of their own Help Line on x 5075).
Internal Trade
Entering Information
Catering orders should be placed using the Catering Requisitions screen. Open the dialog box for the product field to enter search criteria and bring back a list of matching products.
From the requisition entry screen on Smart Client you will see a tab 'ITP Products'. This report will give you a list of all IT Purchasing products.
The Estates system Archibus is only able to accept one line of an Agresso requisition/ internal order. If you have entered more lines, only the first line is transferred to Estates, the rest will be returned to you to delete from the original requisition and create a new requisition with only one line.
The date, time and location are all required fields when ordering Catering and Hospitality products. You will be able to search for the location and time from a pre-defined list by entering some search criteria (e.g. room number).
Searching for Details
There is a report for each department under the Personal Menu > Estates Recharge Reporting which lists all charges that have been accumulated so far in the Archibus (Estates) system for monitoring costs. These costs have not yet been posted into Agresso and are just a to date position on any piece of Estates work you have in progress.
Format and Layout
Enquiries and Reports
PI Desktop
There is a report (Smart Client only) which can be run at any time and includes postings up to the day the report is run. This report is confined to works initiated by internal order only (as some Estates recharges are made by journal) but for most departments, this will form the majority of charges made by Estates.
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Go to Personal Menu > Estates Recharge Reporting and select your department (NB For the purposes of the report, Departments are defined by their Department Code in Agresso).
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When the parameters screen appears, save it without making any changes.
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Go to Maintenance of Ordered Reports and enquire periodically until the status changes to ‘T’.
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Select ‘Show Report Printout’.
View screen shots and full explanation of the report output 
Open the report available at Agresso Common > Balance Table Enquiry > 'K' account analysis. The report lists the income/ expenditure by account code and shows commitments separately. Please see attachment for full details.
Access and Setup
In Smart Client go to the reports tab and right click on 'Private Reports'. Add a folder and give it a title. Right click on the folder and select 'Add Report Output'. Mark the reports you wish to bring into you folder and save.
You must save the attachment in a folder on your pc. Open the template by starting a browser (if your original is a balance table enquiry then start a browser enquiry for that balance table) and choose open on the file menu. The enquiry setup is then loaded into the browser automatically. This can then be amended and saved as a new browser template.
Journals
Creating Journals
Unless you are doing a VAT only journal the tax code should always be NTX.
Reporting
A list of GL transactions posted by you can be found under:
General Ledger > Transaction Entry > Transaction Reports > Journal entries per user > My Journal Entries
Define the parameters of your search then save. The results can be viewed through Maintenance of Ordered Reports.
Workflow
Access and Setup
In Self Service, go to the Personal Settings section. Click on 'Personal alert setup' and change the drop down box from 'email to 'Alert List' and save the change.
Substitutions
Signatures need to be changed on the signature sheet available from the Payments Office.
For new substitutes you will need to email the Service Desk with details of the name and username of the person you want to be made available as your substitute along with the name of the person in your department who would normally authorise this (Finance Manager, Department Administrator or Head of Department). We will then contact the authoriser seeking approval by email and, provided the substitute is already an authorised signatory, we will make them available to you.
You will then need to activate the substitution.
Once a substitute has been made available, you need to activate the substitution for a period of time. This can only be done on the Web Client through Options > Substitute Set Up.
When a user has activated a workflow substitute, this will be indicated on the workflow map. Click on the box containing the name of the authoriser and the details in the right pane will show "This task can also be approved by substitute(s) xxx".
Maps
Choose the 'Workflow enquiry - Internal Orders' enquiry and enter the order number in the OrderNo field.