Internal Trade
Entering Information
- Purchase of Mobile Phones (Newsletter 15.1c, July 10)
- Ordering from Estates - changes to workflow (Newsletter 12.1f, Oct 09)
- Internal Order Accept - how to see the text of your original order details (Newsletter 12.1g, Oct 09)
- Catering Orders - Specifying delivery time and location (Newsletter 10.2a, Mar 09)
- Reminder how to copy a previous requisition (Newsletter 9.2a, Jan 09)
- Avoid saving as a template by accident (Newsletter 9.2b, Jan 09)
- Requisition fields size (Newsletter 9.2e, Jan 09)
- Requisitions with no supplier (Newsletter 4.2d, Mar 08)
GRN
- Automatic Acceptance of Charges (9.1c, Jan 09)
- How to reject an Internal Order (Newsletter 7.1d, Sept 08)
Reporting
- Internal Trade Accruals and Commitments (Newsletter 13.1c, Jan 10)
- Estates Recharging Reports (Newsletter 11.2d, Aug 09)
- How to look up your items posted by Richard at month end (Newsletter 9.1b, Jan 09)
Workflow
- How to see the workflow maps and comments (Newsletter 10.3a, Mar 09)
- Changes in respect of requisitions over £10k (Newsletter 9.2g, Jan 09)
- How to see workflow maps for Internal Trade items (Newsletter 7.1c, Sept 08)
Historical Information
- Smart Client Requisition Entry Enhancements (Newsletter 13.1a, Jan 10)
- How to see the items you have approved in requisitions workflow (Newsletter 9.2f, Jan 09)
If you can not find the answer to your question here, try looking at the FAQs before raising a ticket with the BUCS Service Desk.
Newsletter Articles
Entering Information
BUCS ITP has taken over the responsibilities for the supply of Mobile Phones and related accessories from the Department of Estates, with immediate effect. Further information regarding the phones, contracts available and how to order can be found on the ITP website
Ordering from Estates - changes to workflow 
(Newsletter 12.1f, Oct 09)
(Newsletter 12.1f, Oct 09)As the Estates system is only able to accept single line requisitions, a new step has been added to the requisition workflow which will identify any additional lines on a requisition to Estates and automatically reject them back to the requisitioner. The first line on the requisition can remain, but you will need to delete any additional lines and re-enter a new requisition with only one line.
Internal Order Accept - how to see the text of your original order details (Newsletter 12.1g, Oct 09)
(Newsletter 12.1g, Oct 09)Any information entered in the 'Detailed Information' section when placing an order will be visible on the 'Order Receipt' screen under 'Detailed Information'.
Catering Orders - Specifying delivery time and location (Newsletter 10.2a, Mar 09)
(Newsletter 10.2a, Mar 09)It is now a requirement for Internal Orders to Catering & Hospitality to enter the room details and the delivery time, as well as the delivery date, for all orders.
Reminder how to copy a previous requisition (Newsletter 9.2a, Jan 09)
(Newsletter 9.2a, Jan 09)It is possible to copy a previous requisition to save re-entering regular orders. You will need to open the requisition you wish to copy, click 'copy requisition', amend the details and then save in the normal way.
Avoid saving as a template by accident (Newsletter 9.2b, Jan 09)
(Newsletter 9.2b, Jan 09)Some users have entered requisitions on the web and hit the wrong save button. The effect of this is to save the requisition as a template rather than saving it to go into workflow to be ordered.
Please note that the Product text field in the requisition entry screen is limited to 255 characters (including spaces). Any text in excess of this will not appear in the PO .
Requisitions with no supplier (Newsletter 4.2d, Mar 08)
(Newsletter 4.2d, Mar 08)Some requisitions are failing to convert to a Purchase Order because no supplier has been selected. This can be corrected at any time by recalling the requisition details.
GRN
For all Internal Orders created AFTER December 22nd 2008 there is now an automatic process for acceptance of the charge. Once the service provider (IT Purchasing for example) has dispatched the charge in Agresso it goes to the person who raised the original requisition for acceptance. If, after 7 days, the user has not accepted/ rejected/ queried the charge it will be automatically accepted anyway and the cost will be posted to the project against which the requisition was raised. This is a journal transfer of money and can be reversed/ amended by a journal later if there is a need for correction.
How to reject an Internal Order (Newsletter 7.1d, Sept 08)
If it is necessary to reject an internal order (i.e. return the order to the dispatcher for further information, or because it is not correct/required), do not enter a figure in the “Units to receive” box – leave this as zero. This is important as if you put a figure in “Units to receive” you will be charged. Select the line that needs to be rejected, and click the “Reject” button. Enter a workflow “comment” so that the dispatcher knows why the task has been returned to them. Click “Save”.
If it is necessary to reject an internal order (i.e. return the order to the dispatcher for further information, or because it is not correct/required), do not enter a figure in the “Units to receive” box – leave this as zero. This is important as if you put a figure in “Units to receive” you will be charged. Select the line that needs to be rejected, and click the “Reject” button. Enter a workflow “comment” so that the dispatcher knows why the task has been returned to them. Click “Save”.
Reporting
The commitments process has now been amended so that Internal Trade Orders form part of your commitments total, at the amount entered on the original requisition.
Estates Recharging Reports (Newsletter 11.2d, Aug 09)
(Newsletter 11.2d, Aug 09)The report runs an Excelerator report which lists the charges that have been accumulated so far in the Archibus (Estates) system for monitoring costs.
An Internal Trade report is now available to view details.
Workflow
How to see the workflow maps and comments (Newsletter 10.3a, Mar 09)
(Newsletter 10.3a, Mar 09)There are now a set of reports to show various workflow maps. Comments can be viewed by highlighting a step of the workflow map.
We have now amended the workflow calculations to take account of VAT. The previous workflow just looked at the value of the purchase without VAT; consequently a £9k requisition on a Research Council project would cost over £10k by the time VAT is added on but such a requisition did not go down the over £10k route. The revised workflow adds VAT to the value where VAT is not recoverable and then decides on the over £10k route.
How to see a workflow map and interpret what it means.
Historical Information
Three report tabs have been added to the Requisitions Advanced screen. 'My Supplier and Product List' will detail suppliers and products you have used in the past year. 'Hospitality Products' and 'ITP Products' will list all current products.
How to see the items you have approved in requisitions workflow (Newsletter 9.2f, Jan 09)
(Newsletter 9.2f, Jan 09)There is a report available in Smart Client which enables a user to see what requisitions they have approved during a given period.