1. PROCUREMENT OF GOODS AND SERVICES USING AGRESSO Niall Dixon, IT Training Manager Information Services

2. Welcome!  Introductions  Fire Exits  Full day session 10am-5pm  Break 11.15-11.30am  Lunch 1pm to 2pm  Afternoon break 3:15pm – 3:30pm

3. Objectives  At the end of this course you will be able to:  Explain the Agresso coding structure  Logon to Agresso Requisitioning and navigate through the menus and functions  Follow the requisition to order process (including workflow)  Perform the associated tasks for a requisitioner

4. Topics Requisitioning – from requisition to purchase (PO)/ service order (SO)  Accounts Coding  The “Left to Spend”  The product catalogue  Before Requisitioning  Tendering and Established Contracts  What is a quote Requisitions– Advanced  What is “eWorkflow”?  Requisition Workflow and Requisition Workflow Function Approval  Agresso 56 System  Demo Left to Spend and commitment types  Demo requisition in Workflow “Web - Requisition - PO Status Supp ID Name”  Tasks  Tax Clearance  Parking Closing a Requisition  Entering requisitions

5. Account Coding “Sub Account” College Budget Budget Account Nominal Account Product Nominal Account Product Budget Account Nominal Account Product Nominal Account Product BD21 Discretionary BD25 IT BD99 General 5711 IT Training 5411 Subsistence 5412 Air Travel 3011 Class Materials 4802 Furniture 4085 Computers AD0002MUSICAL SCORES AAAUDIO/VIDEO EQUIPMENT LLAELEMENTAL ANALYSIS QCCOURIER SERVICES PAPRINTING

6. Left to spend Enter Subaccount Run using search

7. Product Catalogue http://intranet.dit.ie/finance/purchasing/docs/Product%20Catalogue.xlsx

8. Product Catalogue  Did you know when you choose a product code you determine….  The rate of VAT that is paid.  If function approval is required e.g. 4805 (IT Spend)  How the expenditure is categorised to funders, Department  Tax deductions to Revenue. Products linked to 6000 range Professional Services withholding tax  Whether or not your purchase request is processed efficiently and on time

9. Requisitioning - Tendering and Established Contracts  Established contracts. Need Advice? please call.  Procurement Thresholds, Net of VAT.  Quotes:  0-5K 1 quote (duration of contract)  5K-25K 3 quotes, determine criteria or it’s all down to cost. Deadline, expected date of award. Fairness & Equality. (duration of contract)  25K + contact procurement (duration of contract)

10. Requisitioning What is a quote?  Dated, with a validity period  Indicates rate of VAT, exclusive/ inclusive and rate  Not a web site screen shot  Includes PO delivery costs

11. What is Workflow? Requisitions  Approval process within Agresso 56, immediately moves to the next step of approval/rejection. Items appears in users task list  Replaces the need for signatures (paperless)  Workflow map and documents online for audit.

12. What is Workflow? Function Approval  Certain categories of spend will automatically direct purchases for function approval  Function approval occurs before budget holder approval IT / PR Check

13. PO Process Overview Invoice payment OFFICIAL PURCHASE ORDER email to designated supplier address Local Accounts “Checker” (VAT rates tax quotes, contract) Approver Budget holder Requisitioner DIT Goods inwards input scan docket

14. Left to spend

15. Commitment Types  Requisition – Soft Commitment  Purchase order not GRN’d – Hard Commitment  Deducted from budget as soon as requisition created

16. Requisition in Workflow Web - Requisition - PO Status Supp ID Name

17. Requisition in Workflow

19. Example of Workflow in a completed requisition

20. Task List - Amend Requisition  Missing quotation  Missing text on the product  Missing Address  Rejected in Workflow Approval  Contract Product with wrong supplier (close)

21. Tasks List - Missing GRN

22. Tax Clearance Will not appear in tasks

23. Tax Clearance Email operations@dit.ie to get tax cert, and unpark requisitionoperations@dit.ie

24. Parking/Closing Requisition  Instruction Manuals at the following links  http://intranet.dit.ie/finance/purchasing/docs2/Ag resso56/stepstoclosearequisition.docx http://intranet.dit.ie/finance/purchasing/docs2/Ag resso56/stepstoclosearequisition.docx  http://intranet.dit.ie/finance/purchasing/docs2/Ag resso56/TaxClearance.docx http://intranet.dit.ie/finance/purchasing/docs2/Ag resso56/TaxClearance.docx

25. Useful Links  http://intranet.dit.ie/finance/purchasing/ Product catalogue Central Contracts List Thresholds EU  http://www.revenue.ie/en/tax/vat/rates/index.jsp Revenue VAT Rates  http://www.procurement.ie/ Office of Government Procurement  http://www.revenue.ie/en/tax/pswt/index.html Guide at the end of the page on PSWT