AGRESSO INCOMING INVOICES IN MILESTONE 4 BY RICHARD CHAMPNESS FINANCE SYSTEM OFFICER 24/09/2015

We are an amalgamation of various Art and Design Colleges set up in Victorian times located at Canterbury, Epsom, Farnham, Maidstone and Medway (Rochester) Agresso implemented at the two Surrey sites The University College for the Creative Arts at Canterbury, Epsom, Farnham, Maidstone and Rochester is established through the merger of The Surrey Institute of Art & Design and the Kent Institute of Art & Design (KIAD) 2007 Agresso 5.5 was implemented across all the campuses After being granted “University” title by the Privy Council, the new name of University for the Creative Arts is adopted Purchase to Pay launched and implemented June upgraded to Milestone 4 and implemented Incoming invoices. OUR HISTORY

OUR RECENT ACHIVEMENTS In the Complete University Guide 2015 UCA has risen 43 places in three years to rank 52 nd out of 126 UK Universities. In the National Student Survey results Aug 15, UCA overall student satisfaction increased for the second year running to 81%. Recent HESA figures released show overall 91.9% of 13/14 UCA UK Grads from full-time courses were in employment and/or study six months after graduating. Business of Fashion Media company has named UCA Epsom as one of just six UK institutions in its 2015 Global school rankings. In the Times and Sunday Times League tables Sept 2016, UCA has risen 12 places to 62 nd. Alumni Tracey Emin, Karen Millen, Dame Zandra Rhodes

AGRESSO USERS UCA Currently has 647 Agresso Users. Small minority are back office users – mostly Finance. Vast majority of UCA Agresso Users are web based only. Web Users Raise Requisitions & Expense claims. Approve Requisitions & Expense claims. Run Management reports for Departments. Look up supplier information. Confirm the receipt of goods and services (GRN)

WHY INCOMING INVOICES? During our Milestone 4 Upgrade Testing (from 553) became apparent Purchase Invoicing not as well supported. Advantage of having all invoices registered in one place on the system as opposed to in different areas of the system. We also wanted to be able to register all invoices, even without Purchase orders. Used Integra – Official Unit 4 Partner to assist with the build as part of our M4 Upgrade June 2015

1.Creation of Transactions types. Both set up with Transaction series AP (Accounts payable). 2.Element Type details The Element Type details have been set up to try and match the existing Workflow processes as much as possible. INCOMING INVOICES BUILD

3.Updated the “Posting of Authorised Invoices” EI03 Parameter updated to include the Posting incoming invoices

INCOMING INVOICES BUILD 3.Updated the “Posting of Authorised Invoices” EI03 cont…. Go to Create Report template and add the row for Posting Incoming Invoices. Report schedule then picks this up.

4.Build the Process Definition It is possible to use Sub processes. We have amalgamated our existing processes into a new Process Definition. INCOMING INVOICES BUILD

5.New Process Definition steps along with related access and viewing actions. Two new steps set up as “Return to AP for assigning PO” and “Sent to User for PO Number” New Steps set up so that all invoices received can be registered in Agresso. Invoices without purchase orders that are not catering ones can be registered to the new account code This account code will then prompt the Accounts Payable staff for AGUSER attribute.

5.New Process Definition steps along with related access and viewing actions. Cont… Create new “Windows Options”then apply relevant Roles on Windows distribution INCOMING INVOICE BUILD

5.New Process Definition steps along with related access and viewing actions. Cont… Relevant Roles need to be in your Menu based access. Create New user defined action

INCOMING INVOICES BUILD 5.New Process Definition steps along with related access and viewing actions. Cont… Create a new Attribute Attribute values added, simply obtained & copied in from an Agresso browser.

5.New Process Definition steps along with related access and viewing actions. Cont… Update distribution rule (Supplier Invoice Approval used in this step) INCOMING INVOICE BUILD

5.New Process Definition steps along with related access and viewing actions. Cont… Set up a new Account code. Set up Account Rules so that Cat 7 was AGUSER and mandatory

INCOMING INVOICE BUILD 5.New Process Definition steps along with related access and viewing actions. Cont… Back to our process definition – “Or split” under Supplier Invoices – Catering not like 6666.

INCOME INVOICE BUILD 5.New Process Definition steps along with related access and viewing actions. Cont… Demo of Registration and web based Task. AP Enter Invoice Designated user then enters PO

5.New Process Definition steps along with related access and viewing actions. Cont… Task then Reverts back to Accounts Payable, where they can access the comment & Remove 6666 line and register the Invoice to an order. INCOMING INVOICES BUILD

INCOMING INVOICE BUILD 6.Alert - New Alert for Incoming invoices Firstly map some generic tags. Built a new alert – Notify users of a new task.

INCOMING INVOICE BUILD 6.Alert - New Alert for Incoming invoices. Cont… Set Alert Template to Run for every 5 minutes.

7.New Document Type. Create New type. INCOMING INVOICE BUILD

8.Provide access to Accounts Payable for Registration of incoming invoices. Under Menu-based access – We removed access for Registration of Supplier invoices and Purchase invoices screens.

INCOMING INVOICE BUILD 9.Incoming invoices Substitutes. Add row for the Element Type “Incoming Invoice”

1.Creation of Transactions types. 2.Element Type details. 3.Updated the “Posting of Authorised Invoices” EI03. 4.Build the Process Definition. 5.New supplier steps “Return to AP for assigning PO” and “Sent to User for PO Number” along with related actions. 6.Alert - New Alert for Incoming invoices. 7.New Document Type. 8.Provide access to AP for Registration of incoming invoices. 9.Incoming invoices Substitutes. SUMMARY

FURTHER CONSIDERATIONS & RESOURCES In testing we had to make alterations to our GRN process, you may need to look at some *OVERRUN* System Parameters. Double check Electronic Invoices as they been causing us a quite a few problems. May wish to consider sub processes rather than a new complete Incoming invoice process definition. Allow plenty of time for testing – in particular the more complex areas. Plan what can be done pre live in advance. Check Google & Agresso Ask for additional set up information on Incoming invoices. Get as up to date with Purchase Order transactions as possible. Not perfect - Some of the more complex areas still require some further amending and testing, E.G Invoices with multiple order numbers & Call Off orders.

Questions?