Purchasing Cards – Agresso workflow to go-live
On Friday, 4th July 2014 the coded items from the Barclaycard Spend Management (BSM) system will start to flow into the Agresso system so cardholders (or their delegate) can attach the receipts and invoices to each transaction.
In order to control the flow, initially, April’s coded data will be uploaded into Agresso. May and June coded items will follow soon afterwards, and once up to date a daily upload of coded items will take place. It is imperative that all cardholders get up to date with coding all transactions within BSM as soon as possible.
Attaching receipts and invoices is a mandatory action for cardholders. Each coded transaction will be work-flowed to the cardholder (or the delegate) to attach the receipt before it is posted in the ledger, this action should take place as soon as possible.
In order to satisfy audit requirements, transactions coded to Hospitality (account code 557), Professional Subscriptions (account code 950) and a random sample of others will be audited by workflow within the Finance Office.
It is the cardholder’s and approver’s joint responsibility to ensure the correct paperwork is linked to each transaction and is coded and described correctly and that the purchase is within the guidelines for Purchasing card payments.
At the end of each month, once you have completed the coding of all items on your monthly statement and have scanned the appropriate images, the original paperwork including a printout of your monthly statement (see the instructions), must be placed in a Purchasing Card envelope and sent in to the Accounts Payable section of Finance for safe-keeping. Again this action should be undertaken promptly each month. Each statement month should be kept separately.
It is not necessary for your line manager to sign the monthly statement. Authorisation will be undertaken within an Agresso work-flow by the senior financial manager within each department.
An initial supply of envelopes has been sent out to all cardholders, further supplies are available directly from Lyreco (code 81.402.975).
For further help, contact information is available below:
Agresso including workflows, user accounts
Online help: http://www.bangor.ac.uk/finance/agresso/agr03.php.en
Email: email@example.com Telephone: 2636
Barclaycard Spend Management System (BSM)
Online: Within the BSM select help from the menu
Online user guide/ Good practice guide: http://www.bangor.ac.uk/finance/pu/pu011.php.en
Password resets, BSM account help, Card limit requests, Coding help, Dept. changes.
Bangor University System Administrator – Jacquie Williams
Email: firstname.lastname@example.org Telephone: 2050
Project code not available on BSM
The list is refreshed every Friday at 5pm. Try again after this time.
New Cards, New Delegate requests
Bangor University Contract Manager – Mike Montgomery
Email: email@example.com Telephone: 2057
Personal information changes including home address and transaction information including decline information
Barclaycard Customer Services
Email: firstname.lastname@example.org Telephone: 0333 202 2051
Lost or Stolen Cards and Fraud
Telephone: 0333 202 2051
There will be further developments of the system, particularly in reporting that will follow shortly.
Publication date: 3 July 2014