Unit 4 Agresso 571 Web Services. Journal Registration

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1 Unit 4 Agresso 571 Web Services Journal Registration Author S J Price June 2018

2 CONTENTS Starting Agresso Web... 3 Login Screen... 3 Journal Registration... 4 Registered Journals enquiry... 9 Journal Registration Workflow in progress Registered Journal - Approval Workflow enquiry GL transactions Workflow map Agresso 571 Desktop - Workflow Enquiry Agresso 571 Desktop - Journal Approval To Close the application Appendix 1 Process Definition Journal Registration Appendix 2 Tax Codes

Starting Agresso Web To start Agresso Web Services Classic, launch an internet browser and navigate to https://yimsagr.

uk/agresso/ Login Screen At the login dialog box Up to 28 th June 2018 use your Agresso password to login:- Enter your

3 Starting Agresso Web To start Agresso Web Services Classic, launch an internet browser and navigate to Login Screen At the login dialog box Up to 28 th June 2018 use your Agresso password to login:- Enter your Agresso User Name and Agresso Password into the relevant fields. Client = UY Hint! Use the Tab key to move between fields. From 28 th June 2018 Agresso will use Single Sign On, therefore the new Login dialog box will look like this: 3

4 User name as before, Domain will default to ITSYORK, then enter your University network password. If you have forgotten your IT password, visit the York Identity Manager at My IT Account online to manage your password and follow the instructions to reset this yourself, or use the IT Services Helpdesk. Once logged-in, each user will see menus relevant for their Agresso role. Journal Registration Menu route for Journal Registration is Accounting General Ledger Journal Request 4

current system date Transaction Date = today s date, by default the value

5 Click on Journal Request to open the screen in the right-hand workspace. Important things to note on the Journal Request screen:- 5 Period = current system date Transaction Date = today s date, by default the value date is the same Transaction Number = is not assigned until transaction is saved

Account = a 4 digit numeric code Cat 1 = Analysis, a 5 digit alphanumeric code, if used Cat 2 = Project, a 6 digit alphanumeric code Cat 4 = Workorder, a 8 digit alphanumeric code (usually first 6

6 Account = a 4 digit numeric code Cat 1 = Analysis, a 5 digit alphanumeric code, if used Cat 2 = Project, a 6 digit alphanumeric code Cat 4 = Workorder, a 8 digit alphanumeric code (usually first 6 digits of project code) Cat 5 = Product, a 6 digit alphanumeric code TC = Tax Code TS = Tax System Currency = set to GBP, by default Posted amount = enter amount to journal (displays to 2 decimal places) As a minimum, please complete the Account, Workorder, Description and Amount fields. A meaningful Description in the free text field will help to improve interpretation of future report results. It is also helpful to include any transaction numbers to which your current journal refers. Tabbing through the fields, Agresso will prompt when a value is required. Click on the blue dots to Search if you need to select further information. Important! A red star indicates the field is mandatory. 6

and the total gross amount is zero, click the disk icon to Save. Important!

7 When the first line of your journal has been entered, click line, then enter the required details:- to add the balancing transaction When your journal is complete and the total gross amount is zero, click the disk icon to Save. Important! When saved, transaction number appears at the top of the screen, note for future reference. 7

8 A saved journal enters workflow and awaits approval by a Management Accountant, for further information, see Appendix 1. Process Definition. 8

you noted above then click Search to retrieve results. Enter search criteria, such as Trans No.

9 Registered Journals enquiry Find out what s happened to your journal by using the Registered GL Transactions enquiry screen, highlighted in the menu on the screenshot below. Enter the Transaction No. you noted above then click Search to retrieve results. Enter search criteria, such as Trans No. then click Search Click on the Trans No for further details From the results of your enquiry, click on the transaction number to view further details in a new browser window, for example:- 9

10 Clicking on other links on the Registered GL transactions enquiry results screen opens further information screens, e.g. clicking on the project code will open another browser window to show project information, for example:- Journal Registration Workflow in progress Management Accountants are notified via their Workflow Tasks of any Journals requiring approval. The Workflow enquiry GL transactions screen is useful to view details on your current journals. Use search criteria, such as Workflow in progress then click Search to show results, see example screenshot below:- 10

Workflow in progress link to view a workflow map, opens in a new browser window, see

11 Status = Workflow in progress Use Workflow enquiry GL transactions From the results screen you may click on links to view further information, for example, click on the Workflow in progress link to view a workflow map, opens in a new browser window, see example below:- Using the mouse, hover over a workflow step, the pop-up shows further information:- 11

12 Using the mouse, hover over a workflow step to view Task information Registered Journal - Approval Staff with an Agresso approver role i.e. Management Accountants and Purchase Order Approvers, should frequently check their Workflow tasks, to approve registered journals, or purchase orders, as appropriate. Within the menu, click on the appropriate link under workflow tasks to view journals requiring your approval. 12

13 Click a transaction item to see the line details You may edit, Approve or Reject transaction lines; but if you Reject, comments are required. The user who registered the journal will receive a notification about any rejected transactions. Any added comments can also be seen by the user. If you wish to approve or reject one or more lines of a multiple line journal, use Advanced mode, select the appropriate lines, then Approve or Reject as appropriate. 13

14 Click to Approve the selected transaction lines Click to select this line Agresso shows confirmation when a journal has been successfully approved or rejected. 14

15 To Approve the whole transaction in Simple mode:- Click to Approve or Reject as appropriate Click to select all lines on this transaction Confirmation is shown on screen when the transaction is successfully processed. Confirmation message. 15

Menu route is Accounting, General Ledger, Workflow enquiry GL transactions Workflow enquiry GL

16 Workflow enquiry GL transactions The Workflow enquiry GL transactions within Web Services is useful for tracing any queries. Menu route is Accounting, General Ledger, Workflow enquiry GL transactions Workflow enquiry GL transactions Workflow map On the results screen, click the link on a transaction line to view the Workflow map and further information on each step, for example:- 16

17 Click on the Log book tab for further information:- 17

results, restrict your search by adding search criteria, such as period or Task owner.

18 Agresso 571 Desktop - Workflow Enquiry The same information can be seen within Agresso 571 Desktop. Menu route is Financials, General Ledger, Enquiries, Work flow enquiry GL transactions If there are too many results, restrict your search by adding search criteria, such as period or Task owner. On the results, select a line to view the corresponding workflow map shown in the righthand pane, scroll to view more information on smaller monitors. 18

services journal approval screen within Desktop (previously known as Back Office or Smart Client).

19 Within Agresso 571 Desktop, Management Accountants should regularly check their Task List for any items requiring their approval. Task List shows items awaiting approval Agresso 571 Desktop - Journal Approval Within the Task List, double click Journal Registration to open the web services journal approval screen within Desktop (previously known as Back Office or Smart Client). As in Web Services, approvers can Approve or Reject transaction lines by clicking on the selected transaction then approving or rejecting accordingly. Individual lines may be approved by clicking on Advanced Mode as shown above for Web Services. 19

20 If a transaction is rejected, comments must be entered to inform the User. To Close the application Remember to Log-off Web Services when you have completed your Task List. Click Log off to exit Web Services A confirmation message is shown:- 20

To close Agresso 571 Desktop, click the X

21 To close Agresso 571 Desktop, click the X confirm. at the top-right of your screen and Click Yes to quit the application If desired, this prompt can be switched off see the screenshots on 571 Agresso File Options User config guide for further information. 21

22 Appendix 1 Process Definition Journal Registration 22

23 Appendix 2 Tax Codes Frequently used tax codes:- Tax code Description P1 PQ PC P4 Purchases Standard Rated Purchases STOCK - Standard Rated VAT Purchases CONSIGNMENT - Standard Rated VAT Purchases Zero Rated No Certificat, Exempt, No VAT Other tax codes available:- Tax code Description P2 Purchases Reduced Rate 5% P3 Purchases Zero Rated 0% (Certificate of Exemption) PA Purchases CIS Sub Contractor Labour Tax 20% (FC) PH Sales Cash Postings Standard Rated 17.5% PP Purchases to PERRYQUEST Standard Rated PR Purchases STOCK ISSUES ONLY 23

Agresso Unit 4 Business World. File Options & User Setup

Agresso Unit 4 Business World. File Options & User Setup Agresso Unit 4 Business World File Options & User Setup Author SJ Price - June 2018 Contents M7 Agresso File Options, User Set-Up and Screen Navigation... 3 More About the Menu pane... 5 Are some screens