FREQUENTLY ASKED QUESTIONS
These FAQs are designed to assist Staff to find the correct information in relation to Agresso Financial System. The most comprehensive sources of knowledge are the User Manuals and our advise remains to check them first, you will find the answers to most of the "How to" type questioins.
If you didn't find the answer to your quesion in the FAQ's or you are still stuck with a process aftert checking the User Manuals, please contact the Agresso Support Desk.
We are continuously improving the standard of our support and this includes our website and FAQ section, please feel free to email finsup@glasgow.ac.uk with suggestions to Agresso website and the content of FAQ's.
Accessing Agresso
Q: How can I access Agresso from home?
A: Accessing Agresso Front Office from home is no different from accessing ity from the office: Agresso Front Office runs over a web browser an is accessible from any PC or Mac with internet connection: https://agrweb.mis.gla.ac.uk/Agresso
To access Agresso Back Office, you need to be connected to the University's network via VPN or Remote Desktop Connection.
Instructions to connect to VPN are below:
https://www.gla.ac.uk/myglasgow/it/vpn/
You will also be able to launch Agresso Back Office from the Agresso folder within the remote desktop: Start menu - All Programs - Agresso folder. The below link is to the SSD Remote Desktop manual:
https://www.gla.ac.uk/myglasgow/it/remotedesktop/
Should you have any problems connecting to VPN or SSD remote desktop, please contact the IT Helpdesk:
https://www.gla.ac.uk/myglasgow/it/helpdesk/
Q: How do I get Access to Agresso?
A: To gain access to Agresso you would need a valid staff number. You will also need to attend an Agresso training course if you are to be a Purchasing Officer and Requisitioner. All Agresso access requests have to be logged using the Helpdesk System and for Purchasing Officer access we will also require a confirmation from the Procurement Office that you have completed the mandatory training organised by them.
Q: When are the Agresso courses taking place?
A: Due to Covid, all our Agresso courses are online (Zoom) and we are sending an invitation to all attendees one day before the training. The latest training courses web page is here: Training Courses
Q: What is the difference between Agresso Back Office and Agresso Web?
A: Agresso Back Office is the Agresso software itself which does not use a web browser. Agresso Back Office is only used by Purchasing Officers and certain Administration Staff to allow them to print orders, run enquiries, process journal entries and close orders.
Agresso Web (or Front Office) runs over a web browser and all users have access to this. Agresso web is only used to raise requisitions, run enquiries against requisitions, approve/reject requisitions and approve/reject invoice approval tasks. We have recently introduced the Print Orders functionality to Agresso Front Office and we are looking to introduce more functionalities that are currently only available on Agresso Back Office.
Q: Why can't I log into front-office Agresso?
A: Please check that you are using your GUID and GUID password. You should also check that you are using the correct URL to access the system: https://agrweb.mis.gla.ac.uk/Agresso
If you are still having problems, please contact the Agresso Helpdesk
Q: Why can't I log into back-office Agresso?
A: See the following webpage regarding accessing Agresso Back Office: Accessing Agresso
If you are still having any other problems logging into Agresso Back Office, please contact the Agresso Helpdesk including details of any messages being displayed.
Q: What is my password to access Agresso and how do I change this if I need to?
A: Your Agresso password will be your GUID Password.
If you need to update your GUID password please visit the MyGlasgow log-in page, then select the "Change your password" link. The University will never ask you to disclose your password, especially not via email We will never send you an email asking you to click a link and enter your password.
If you are ever unsure whether it's safe to enter your password, please contact the IT Helpdesk (ithelpdesk@glasgow.ac.uk)
Raising Requisitions
Q: How do I raise a requisition for a supplier that does not exist on Agresso?
A: A new supplier request form will need to be completed by a Purchasing Officer. This can be located at:http://www.gla.ac.uk/services/finance/downloadaform/requestforanewsupplieraccount/
You should also visit the Finance: Accounts Payable web pages, there is a ton of information regarding procurement that you migh find very useful.
Q: Why is Agresso telling me that I do not have access to a particular sub-project?
A: First of all, check that you have entered the sub-project or cost centre correctly. If you are a purchasing officer, you can run the GLB7 (GLB7 - Project Relations) enquiry to check if the sub-project is still open or not. If you are still unsure as to why you do not have access then please contact the Agresso Helpdesk.
Q: How do I know which product to use for my purchase?
A: If the supplier is one of our E-proccurement suppliers the details will come from the Product selected on the Suppliers webpage. If however, your purchase is for anything else, then you should use the list of generic product codes to determine which code to use. Generic Product Codes - Excel
Question: How do I know where my requisition has been sent for approval?
A: If the requisition is for under £100, then it will have gone to the purchasing officer. Anything over £100 will also go to the Sub-project approver first. The "workflow enquiry" in front-office Agresso will indicate the name of the individual(s) that your requisition is with for approval.
001-Requisition Workflow Approval Enquiry
Approval Process:
Approving or Rejecting Requisitions
Q: Why is a requisition missing from my task list that I have logged into Agresso to approve?
A: Due to the value, the requisition may be with someone else, i.e. if you are an Approver and the item is for under £100 then it will be with the purchasing officer (or vice versa). Otherwise, if you are a purchasing officer then a colleague may have approved this before you. Running a workflow enquiry will indicate if a colleague has approved this. 001-Requisition Workflow Approval Enquiry
Q: How do I approve requisitions on Agresso?
A: Please refer to section of the approvers manual or the relevant online video:
http://www.gla.ac.uk/services/agresso/informationforusers/usermanuals/approverusermanual/
Q: Why I am being advised that I do not have access to a particular sub-project?
A: This could be for more than one reason, please raise an Access Request on UofG's Helpdesk System.
Q: Why am I being prevented from rejecting a requisition on Agresso?
A: When rejecting a requisition line, you must enter a comment for that line. Please ensure that all comment boxes are populated with a reason when rejecting any requisitions on the system. http://www.gla.ac.uk/services/agresso/informationforusers/usermanuals/approverusermanual/
Amending or Closing Requisitions
Q: How do I amend a requisition that is on the system?
A: Requisitions should only be amended after they have been rejected back to the requisitioner. The requisition will then be listed in the task list of the requisitioner as an amendment and the requisition can then be changed. See online Manual: http://www.gla.ac.uk/t4/agresso/files/564/WEBREQ10.pdf
Q: I have an item in my task list referring to a requisition amendment. What does this mean?
A: The requisition in question has either been rejected to you or raised with zero quantity or zero value. In either case, you can click on the amendment and make any changes or populate any missing values. See online Manual:
http://www.gla.ac.uk/t4/agresso/files/564/WEBREQ10.pdf
Q: How do I close a requisition on Agresso?
A: To have a requisition closed on Agresso, it must be rejected back to the requisitioner, who would then click on the amendment in their task list and change the status from active to closed. See online Manual: http://www.gla.ac.uk/t4/agresso/files/564/WEBREQ10.pdf
Printing Purchase Orders
Q: Why am I having problems printing an order or a copy of an order on Agresso?
A: The reasons for having problems printing orders/copy orders are:
(a) You are trying to print a copy order but the supplier is excluded from automatic distribution (original order required instead)
(b) You are trying to print an original order, but the order has already been printed or e-mailed/faxed to the supplier
(c) You are trying to print an original/copy order but it was approved by another purchasing officer (see two questions down)
(d) Not enough time has lapsed between the requisition being approved and the order being printed (please leave 10 minutes gap)
Q: How can I tell if orders for a particular supplier are automatically sent by e-mail/fax or not?
A: A list of suppliers excluded from automatic distribution is available for all staff. If a supplier is not listed on this spreadsheet then their orders are automatically faxed/e-mailed to them. Suppliers Exclusion List
Q: How can I print a copy of an order when another Purchasing Officer in my area has approved the requisition?
A: In the print copy order screen, it is possible to change the responsible field (field 26) to the name of the purchasing officer that approved the requisition before saving the report.
http://www.gla.ac.uk/t4/agresso/files/564/PO3.pdf
Goods Received Notes (GRN's)
Q: What external reference do I use if I have not received a delivery note from the supplier?
A: You should quote "No GRN" in the external reference field.
Q: If I return goods to the supplier, how do I show this on the Goods Received Note screen?
A: Any returned items to the supplier can be recorded as negative values in the delivery column to record that goods were returned.
Q: Which date do I record for goods receipt for a service or a future event; i.e. a flight?
A: You should record the receipt on the date that the service is provided or for a future event then you should record the GRN when a "trigger" takes place to indicate that the service is booked; i.e. e-tickets, confirmation a conference is booked, etc. Please note for Travel Suppliers and Purchasing Card suppliers a goods receipt is not required.
Q: How can I tell if goods have been received against an order on Agresso?
A: There are various methods of checking this. You can do so by entering the order number in the Goods Received Note screen and enquiring against this or by running the COM2 enquiry.
Closing Purchase Orders
Q: How can I check the status of an order on Agresso?
A: You can run a purchase order details enquiry to determine the status or run a COM2 enquiry (if it does not feature on the COM2 enquiry then the order is closed or fully paid). The status's available for an order are:
N: Not ordered
O: Ordered
F: Fully invoiced
C: Closed
Q: How can I close orders on Agresso?
A: Orders can be closed by following the purchasing officer manual:
http://www.gla.ac.uk/t4/agresso/files/564/PO4.pdf
Q: How can I review my open orders on Agresso?
A: You can review your open orders by running the COM2 enquiry.
http://www.gla.ac.uk/media/media_151223_en.pdf
Q: Why is an order not closed or fully invoiced if the Finance Office have paid the invoice?
A: There may be another invoice due for payment against the order or the supplier has only been able to supply a limited amount of goods from what was ordered.
Journal Entries
Q: Why are my transaction lines not being held in the tablefield grid on the bottom of the screen?
A: You do not have auto-keep set on your PC. Please refer to pages 3 and 4 of the getting started section of the purchasing officer back-office manual. http://www.gla.ac.uk/t4/agresso/files/564/Appendix2BO.pdf
Q: How do I process a journal entry between my cost centre/project and another that I do not have access to?
A: You will need to complete a manual journal entry form and ensure this is fully signed before sending this to the Finance Office.
Q: How can I print a record of my journal entry?
A: You can run a General Ledger setup enquiry to produce a record of your journal entry. If unsure how to do so, please contact us using the Helpdesk System.
Purchasing Card Reconciliation
Q: Why are some of my orders not available during reconciliation?
A: Perhaps the wrong supplier code was used when the requisition was raised.
Q: How do I make any price changes when reconciling my statement?
A: Prices can be changed at the "Tools/Order" stage of the reconciliation. See online manual:
http://www.gla.ac.uk/t4/agresso/files/564/PO5.pdf
Q: How can I change the VAT code when reconciling my statement?
A: The Tax Code (TC) value can be amended in the tablefield of the main screen after the lines have been matched against the statement.
http://www.gla.ac.uk/t4/agresso/files/564/PO5.pdf
Q: Why are my results not appearing when I am running my purchase card log report?
A: Either you are running the log report too soon (please allow 5 minutes prior to the transaction number being displayed) or you are entering the wrong details in the purchasing card log report.
Enquiries
Q: Which enquiry should I use to view income and expenditure on a particular sub-project?
A: See available transaction enquiries within Agresso:
Q: How can I tell how much money is left on a sub-project?
A: The Management accounts section have created enquiries to check balances on sub-projects:
Tool-kit Enquiries Manual
Q: When is the date of the next enquiries course?
A: Training courses are announced every few months for the coming months. Please see the training dates here.
Other
Q: Where can I find forms to be downloaded for general use?
A: The Finance Office website contains a list of all available forms and the Agresso website contains a list of commonly used forms.
Q: I am an Agresso user but do not see the answer to my question listed above. What should I do?
A: Please check the user manuals or raise a support call using the UofG's Helpdesk System.