Purchasing Card Manual

Using your Purchase Card on Agresso

Please see below manuals and videos for using your Purchasing Card with Agresso. Purchasing cards are issued to Purchasing Officers by the Purchasing Office.

This is a 3 Step Process

Step 1 - Raising the requisition to get the expenditure approved and record a commitment on Agresso

Step 2 - Print a copy of the order (optional but recommended)

Step 3 - Reconcile your statement on Agresso to your orders and complete Invoice Log

The relevant Agresso access will be required for this process. Please contact the Agresso Support regarding access.

STEP 1. Raising the requisition to get the expenditure approved and record a commitment on Agresso

 See video and training manual for Raising a Requisition of a Purchasing Card                                                        
Purchasing Card Requisition Video(video with sound)
This video will show the user how to raise a Requisition for a Purchasing Card. 

When raising Requisitions for a Purchasing Card

  • All Purchase card order should be used raising a requisition.
  • Order must be raised ideally before using the Purchase Card though can be used as soon as price is known.
  • Each Purchase Card holder has their own Purchase Card Supplier
  • Name and country of Supplier used with Purchase card must be entered in description
  • All order must be raised in GB
  • Goods received Notes ARE NOT REQUIRED

The user will need know what Product to use. The Product Code defines the type of income being
generated and is linked into the VAT code and Account codes for reporting purposes. Product Codes

Raising a Requisition for a Purchasing Card Manual - WEBREQ6

STEP 2 - Print a copy of the order (optional but recommended)

 Manual PO2

STEP 3 - Reconcile your statement on Agresso to your orders and complete Invoice Log

 See video and training manual for Reconciling Purchasing Card Statement                                                        

Reconciling Purchasing Card Statement‌ (video with sound)
This video will show the user how to raise a Requisition for a Purchasing Card. 

When reconciling a Purchasing Card Statement always ensure:

  • Requisitions have been raised for all the Purchases made with the Purchasing Card
  • All details of the Purchasing Card orders, the Statement, are available to help complete the process
  • The total must come to 0.00
  • Keep a note of the transaction number
  • Complete the Invoice Log (see manual PO6 -Purchasing Card Invoice Log‌ ‌for instructions) on the same day the
    statement is processed

After the Invoice Log is run the user will also need to complete the Purchasing Card Template Form‌

Reconciling a Purchasing Card Statement Manual

  PO5
 Changing Price when Reconcilling
Purchasing Card Statement		 Purchasing Card Price Difference‌(video with sound) 
see Manual PO5 above
Adding Rows for Credit Note or Additional cost
when Reconcilling Purchasing Card Statement		 Purchasing Card Additional Row‌(video with sound) 
see Manual PO5 above
 Changing Tax Amount when
Reconcilling Purchasing Card Statement		 Purchasing Card VAT amount change‌(video with sound) 
see Manual PO5 above
Changing Tax Code when
Reconcilling Purchasing Card Statement		 Purchasing Card Vat Code Change‌(video with sound)
see Manual PO5 above
Purchasing Card Invoice Log PO6 -Purchasing Card Invoice Log‌