Purchase to Pay FAQs

• Click on Procurement
• Under Requisitions click on Enquiries
• Workflow enquiry – Requisitions
• Click Search  - this will bring up a full list of all requisitions
• Any requisition not fully approved and still in workflow will be near the top.
• The Task Owner is the person who the requisition is currently with for approval
• If you click on workflow in progress – this will bring up the workflow map.

• Click on Requisitions Standard
• Click on Open down at the bottom.
• Click Search on the value lookup box that appears. This will show you a list of all requisitions still in workflow.
• Click on the relevant PR and this will open it up.

• Click on the tick icon at the top of the page.
• Select the PR that is a waiting for your action.
• Click on the yellow triangle on the Requisition Details line.
• Scroll down to the bottom of the page to Workflow Log.
• There will be a message entered by the person who rejected it giving details of action required.
• Amend and submit.

• You can call up an existing open or closed requisition and select Copy Requisition to make a copy of it.
• Open the Relevant Requisition and select Copy Requisition at the bottom of the page.
• The will remove the old requisition number and allow you to make changes before clicking submit to gain a New Requisition number.  
• To look up an old Requisition use the Workflow Enquiry Requisitions menu.

No, contact Accounts Payable

Ensure that you GRN on-line on Agresso or contact Goods Inwards/Accounts Payable for more information.

Check with Accounts Payable quoting the Purchase Order No. or check the Purchase Order and commitment status on Agresso against your Cost Centre

The University does not operate a Cash-on-Delivery facility

Indicate on purchase requisition that Payment is with Order. After PO has been issued to Supplier, obtain a Pro-Forma Invoice from them; get it approved by the Cost Centre Manager for payment in advance; get PO GRN'ed on-line on Agresso; and forward Pro-Forma Invoice to Accounts Payable quoting the Purchase Order No. Accounts Payable will arrange payment.

See above - except 1^st sentence.

Note: It is not recommended that payments in advance be made for large sums; it is best to negotiate terms with the Supplier. Contact the Procurement Officer(s) for assistance if required.

You will find Supplier ID on Agresso Purchase Requisition Entry Screen (blue search button).

This may be either a new Supplier or a Supplier record that may have been closed.

Contact Purchasing Staff to check, ext 2027 or 3599

Send the Supplier Set-up Form to the Supplier

You can find the Supplier ID - see above.  If there is a delay in this, contact Purchasing to see if the Supplier has returned the form. If not, then you need to expedite the matter with the Supplier.

The Supplier can either email or send the form via postal service. The return addresses are on the form.

The original Official Purchase Order is mailed to the Supplier on the same day as the Department's copy. Check with the Supplier to see if you can fax a copy to them. If there continues to be a problem, advise Purchasing.

The terms 'Quotation' and 'Tender' are used to describe the methods of procuring goods and services at the most cost effective prices whilst taking account of current Irish and European legislation.  A formal tender procedure shall be used for all purchases with an estimated value in excess of €25,000 when a minimum of three offers to supply shall be sought.  If the expected offer is likely to exceed €25,000, then the Procurement and Contracts Office must be consulted and details of the tender maintained on a central record.  In the event the value of the purchase may be €221,000 or more, the tender process must be coordinated by the Procurement and Contracts Office to ensure compliance with Irish and European legislation.

For purchases of values between €5,000 and €25,000 (excluding VAT), at least three written quotations are required which should be invited by using the official quotation document available from the Procurement and Contracts Office.  Quotations can be prepared from the approved supplier listing on the Procurement web page. The Supplier Selection Form must be completed where there are less than three quotes.

Please confirm that quotations have been received by ticking the box provided on the Purchase Requisition Form.  Also include the Suppliers' Quotation or Reference No. in the Description.

Yes. You should attached the quotes to the online Purchase Requisition. Budget Holders are responsible for compliance with Procurement Policy and Procedures.

The University is registered for VAT, Registration No. IE 6609370 G

Value Added Tax (VAT) rates must appear on all Purchase Requisitions to assist the University in accounting for its VAT obligations. Irish rates apply on all goods and services received. The VAT rates are either: zero, 9%, 13.5% or 21% as appropriate. Particular information regarding rates is available on the Revenue Commission's website www.revenue.ie/en/tax/vat/rates/index.jsp

On Republic of Ireland Purchase Orders, VAT is paid directly to Supplier. On non-Republic of Ireland Purchase Orders, the University pays the VAT due directly to the Irish Government. Exceptions are where Goods/Services are delivered in another country e.g. Conferences, Courses when the VAT is paid to the Supplier.

For general information, refer to the Revenue website.

The correct VAT rate will depend on how and where the Supplier is registered for VAT. If the Supplier is registered for VAT, then the type of Goods/Services purchased will determine the rate of VAT due. 

Some Suppliers may not be registered for VAT so this rate would always be zero.
If a Supplier is not registered for Irish VAT then UL pays the VAT directly to the Irish Revenue.

That is correct, however, the University is still liable for VAT at the Irish Rate and this is paid directly to the Irish Revenue by the University.

You are responsible for any VAT due on any purchases with your personal credit card

Have you checked your emails from UL Finance Department as all copies of orders are now emailed to the Purchaser once sent out to the Supplier. If you haven't received this email you can check online to see if your Requisition has completed the workflow approval stage. If it has then please contact the Purchasing Office.

Yes for off campus suppliers otherwise contact Accounts Payable for further information.

No, contact Accounts Payable (Staff Expenses) for further information

No, contact Accounts Payable for further information

You must first register to use the online Expense system and then enter your expense claim online. Registration forms are available on the Finance Departments website under Finance Forms, Agresso.

The purchaser needs to notify the following in writing:

1. The Supplier that the Purchase Order is cancelled
2. UL Purchasing to cancel the commitment against the budget on Agresso

Blanket Purchase Orders are valid to the end of the Financial Year (30 September).  These can be cancelled as above but are normally cancelled off Agresso by Purchasing Office when payment is made.