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Sales and Purchases

Sales and purchase ordering on Agresso

The University has set procedures for requisitioning supplies and raising sales orders and both require the administrator responsible to enter the details onto Agresso.  Requisitions and sales orders are subject to budget holder approval before a purchase order or sales invoice will be raised.

Purchase Orders

Raising a Purchase Order

Before placing an order with a supplier, first raise a requisition (Raising a requisition)on Agresso for the amount of the purchase. On saving, this will be sent to the appropriate budget holder(s) for approval. If your supplier has not been set up on Agresso you may (for one off purchases) use the sundry supplier code or else you can set up a new supplier yourself (Entering details for a new supplier).

When the Budget Holder has approved the requisition (Budget holder tasks - approving a requisition), a Purchase Order will be sent to the requisitioner by email. This will have a 6 digit Purchase Order number which should be quoted to the supplier when placing the order. The Purchase Order can be faxed or emailed to the supplier if necessary.

Once the goods or services have been received, the order should be goods receipted (Goods receipting)on Agresso. This indicates that the goods or services have been supplied (in full or in part), are satisfactory and that the invoice, when received by Purchase Ledger, can be paid.

Suppliers should send invoices directly to the Purchase Ledger office. If the invoice is sent to you instead, please send it to the Purchase Ledger office so it can be paid. Please note that Purchase Ledger must receive the supplier's invoice before any payment can be made.

Due to the fact that hire charges may not be known prior to being invoiced, taxis may be hired without an approved requisition on Agresso.

Other requisitioning tasks you may need to know about:

Administrator tasks - missing goods receipt

Administrator tasks - no order for invoice

Budget holder tasks - invoice control exceeded

Sales Invoices

Raising an Invoice

The creation of non-student invoices is the responsibility of the department that has provided goods or services to a third party customer. To create an invoice or credit note, follow the sales ordering process on Agresso:

Entering a sales order 

Note that you may be also be required to set up a new customer on Agresso if they are not already listed (Entering details for a new customer).

Once a sales order has received approval (Budget holder tasks - approving a sales order) an invoice is generated which will be posted to the customer by the sales ledger department. The sales ledger department will only contact you if they have difficulty in receiving payment from customers or alternatively if any of the information on the invoice was incorrect.

The income for the invoices should appear in your cost centre in the same month as your sales order is approved.  If you have any queries regarding income for invoices not appearing in your cost centre then please contact the staff as above. 

VAT

Introduction

The University is registered for VAT: registration number 548 4013 49

The bulk of our income, comprising grants, tuition fees and student accommodation is exempt from VAT. Other activities are likely to be taxable. This mixture of exempt and taxable means we are "partially exempt", as a result of which we recover very little input VAT on the purchases that we make. VAT on purchases is therefore a definite cost to the University.


VAT on Income

Most of the University's activities are exempt from VAT, principally education and related supplies such as student catering and accommodation. A very small percentage of the University's activity is VATable however, and if you are accounting for income or raising a sales order to a 3rd party it is important to know which treatment is applicable. Common examples of taxable activity include consultancy services, supplies of staff, merchandising, stationery sales and non-student catering. There are many others. Please refer to the table below for more information. If you have any queries please contact Aoin Douglas on Tel: 0151-291-3204; email douglaa@hope.ac.uk.

VAT on University Income and Self Supplies

In reading the guide above, note that the provision of educational conferences and related facilities is generally VAT exempt. This exemption extends to supplies of catering and accommodation provided as part of the package. This may not apply where a 3rd party hosting a conference at the University is not an "eligible body". If there is any doubt as to whether the customer is an "eligible body", and thus qualifies for this exemption, please request that they complete an exemption certificate (below):

Conference customer certification of VAT exemption on catering and accommodation

 

VAT on Expenditure

VAT is a cost!

Most goods and services that the University purchases will include a charge for VAT. Only a tiny proportion of this is recovered from HM Revenue & Customs owing to the University's partially exempt VAT status. All purchasing decisions should therefore regard VAT as an absolute cost to the University as well as to your cost centre and/or project.

Supplies from overseas

Take care when accounting for goods and services received from overseas. Services supplied to us from overseas are frequently regarded by HMRC as "supplied in the UK", requiring us to make ourselves a reverse charge of VAT. Please select the "PR" tax code when requisitioning such supplies. Common examples include commissions payable to international recruitment agents and charges for access to overseas databases.

Goods received from other countries within the EU may be supplied to the University without VAT (the supplier will generally quote our VAT number on their invoice if this is so). Such goods are also subject to a kind of reverse charge VAT (called "acquisition tax" in this case), so again please select the "PR" tax code when ordering such goods. Goods received from outside the EU will generally be subject to an actual cash levy of VAT at the point of entry into the UK; the shipping agent will advise you when this occurs. More information on reverse charging can be found in the output VAT table - see link above.

VAT exemptions for charities

Certain VAT exemptions are available, most notably that new-build work on grant-funded research facilities and residential premises should be zero rated. On a smaller scale, other specific examples where such a zero-rating exemption can be applied include some disabled access works, advertising (on the basis that we are a charity) and medical research equipment. Please click below for the appropriate self-certification template:

Zero rating certificate - disabled access works

Zero rating certificate - charity advertising

Zero rating certificate - medical research equipment

Purchase Ledger

The Purchase Ledger department deals with external suppliers, receiving and paying their invoices. They are located in the FML Building in Room FML002A.

The main contacts are:

Linda Downes – Systems Accountant AGRESSO
Linda is the Line Manager for the purchase ledger team and is also the main contact for any AGRESSO queries.
Telephone no. 0151-291-3369 Email downesl@hope.ac.uk

For all general Purchase Ledger enquiries please contact:

Ettie Turnbull - Purchase Ledger Clerk

Telephone no. 0151-291-3489 Email turnbue@hope.ac.uk 

Jamie Maguire - Purchase Ledger Clerk

Telephone no. 0151-291-3174 Email maguirj@hope.ac.uk 



Related Links:


Customers/Supplier information

FAQs

Finance Forms, Policies and Procedures

Accounting Support

Sales Ledger

The Sales Ledger department is responsible for sending all Agresso sales invoices out to customers and for the collection of debts. The team is located on the ground floor of the Gateway to Hope Building, in the same office as the cash desk and student finance.

The main contacts are:

Mark Pringle – Student Finance Manager
Mark is the line manager for the sales ledger team and is also the main contact for Student Debt and Student Funds.
Telephone no. 0151-291-3487 Email pringlm@hope.ac.uk

Lynsey Wangerin - Finance Assistant
Lynsey is responsible for the processing of all non student debt invoices e.g. conferences etc. and is also responsible for the non student debt management processes.
Telephone no. 0151-291-3768 Email wangerl@hope.ac.uk

 

Information for Departments:

Invoice/Credit Requisitioning:

The creation of commercial (i.e. non-student) invoices is the responsibility of the department that has provided goods or services to a 3rd party customer. To create an invoice or credit note, please refer to the guidance on Entering a sales order.

Once a sales order has received all necessary approvals an invoice is generated which will be posted to the customer by the sales ledger department. The sales ledger department will only contact you if they have difficulty in receiving payment from customers or alternatively if any of the information on the invoice was incorrect.

The income for the invoices should appear in your cost centre in the same month as your sales order is approved. If you have any queries regarding income for invoices not appearing in your cost centre then please contact the staff as above.

Banking of Cash & Cheques:

For details in how to process Banking of Cash and / or Cheques please contact Michelle Lynch in the Gateway building, Hope park email: lynchm@hope.ac.uk tel 0151-291-3221


Related Links:

Finance Forms
AGRESSO

Purchase Orders

Raising a Purchase Order

Before placing an order with a supplier, first raise a requisition (Raising a requisition)on Agresso for the amount of the purchase. On saving, this will be sent to the appropriate budget holder(s) for approval. If your supplier has not been set up on Agresso you may (for one off purchases) use the sundry supplier code or else you can set up a new supplier yourself (Entering details for a new supplier).

When the Budget Holder has approved the requisition (Budget holder tasks - approving a requisition), a Purchase Order will be sent to the requisitioner by email. This will have a 6 digit Purchase Order number which should be quoted to the supplier when placing the order. The Purchase Order can be faxed or emailed to the supplier if necessary.

Once the goods or services have been received, the order should be goods receipted (Goods receipting)on Agresso. This indicates that the goods or services have been supplied (in full or in part), are satisfactory and that the invoice, when received by Purchase Ledger, can be paid.

Suppliers should send invoices directly to the Purchase Ledger office. If the invoice is sent to you instead, please send it to the Purchase Ledger office so it can be paid. Please note that Purchase Ledger must receive the supplier's invoice before any payment can be made.

Due to the fact that hire charges may not be known prior to being invoiced, taxis may be hired without an approved requisition on Agresso.

Other requisitioning tasks you may need to know about:

Administrator tasks - missing goods receipt

Administrator tasks - no order for invoice

Budget holder tasks - invoice control exceeded

Sales Invoices

Raising an Invoice

The creation of non-student invoices is the responsibility of the department that has provided goods or services to a third party customer. To create an invoice or credit note, follow the sales ordering process on Agresso:

Entering a sales order 

Note that you may be also be required to set up a new customer on Agresso if they are not already listed (Entering details for a new customer).

Once a sales order has received approval (Budget holder tasks - approving a sales order) an invoice is generated which will be posted to the customer by the sales ledger department. The sales ledger department will only contact you if they have difficulty in receiving payment from customers or alternatively if any of the information on the invoice was incorrect.

The income for the invoices should appear in your cost centre in the same month as your sales order is approved.  If you have any queries regarding income for invoices not appearing in your cost centre then please contact the staff as above. 

VAT

Introduction

The University is registered for VAT: registration number 548 4013 49

The bulk of our income, comprising grants, tuition fees and student accommodation is exempt from VAT. Other activities are likely to be taxable. This mixture of exempt and taxable means we are "partially exempt", as a result of which we recover very little input VAT on the purchases that we make. VAT on purchases is therefore a definite cost to the University.


VAT on Income

Most of the University's activities are exempt from VAT, principally education and related supplies such as student catering and accommodation. A very small percentage of the University's activity is VATable however, and if you are accounting for income or raising a sales order to a 3rd party it is important to know which treatment is applicable. Common examples of taxable activity include consultancy services, supplies of staff, merchandising, stationery sales and non-student catering. There are many others. Please refer to the table below for more information. If you have any queries please contact Aoin Douglas on Tel: 0151-291-3204; email douglaa@hope.ac.uk.

VAT on University Income and Self Supplies

In reading the guide above, note that the provision of educational conferences and related facilities is generally VAT exempt. This exemption extends to supplies of catering and accommodation provided as part of the package. This may not apply where a 3rd party hosting a conference at the University is not an "eligible body". If there is any doubt as to whether the customer is an "eligible body", and thus qualifies for this exemption, please request that they complete an exemption certificate (below):

Conference customer certification of VAT exemption on catering and accommodation

 

VAT on Expenditure

VAT is a cost!

Most goods and services that the University purchases will include a charge for VAT. Only a tiny proportion of this is recovered from HM Revenue & Customs owing to the University's partially exempt VAT status. All purchasing decisions should therefore regard VAT as an absolute cost to the University as well as to your cost centre and/or project.

Supplies from overseas

Take care when accounting for goods and services received from overseas. Services supplied to us from overseas are frequently regarded by HMRC as "supplied in the UK", requiring us to make ourselves a reverse charge of VAT. Please select the "PR" tax code when requisitioning such supplies. Common examples include commissions payable to international recruitment agents and charges for access to overseas databases.

Goods received from other countries within the EU may be supplied to the University without VAT (the supplier will generally quote our VAT number on their invoice if this is so). Such goods are also subject to a kind of reverse charge VAT (called "acquisition tax" in this case), so again please select the "PR" tax code when ordering such goods. Goods received from outside the EU will generally be subject to an actual cash levy of VAT at the point of entry into the UK; the shipping agent will advise you when this occurs. More information on reverse charging can be found in the output VAT table - see link above.

VAT exemptions for charities

Certain VAT exemptions are available, most notably that new-build work on grant-funded research facilities and residential premises should be zero rated. On a smaller scale, other specific examples where such a zero-rating exemption can be applied include some disabled access works, advertising (on the basis that we are a charity) and medical research equipment. Please click below for the appropriate self-certification template:

Zero rating certificate - disabled access works

Zero rating certificate - charity advertising

Zero rating certificate - medical research equipment

Purchase Ledger

The Purchase Ledger department deals with external suppliers, receiving and paying their invoices. They are located in the FML Building in Room FML002A.

The main contacts are:

Linda Downes – Systems Accountant AGRESSO
Linda is the Line Manager for the purchase ledger team and is also the main contact for any AGRESSO queries.
Telephone no. 0151-291-3369 Email downesl@hope.ac.uk

For all general Purchase Ledger enquiries please contact:

Ettie Turnbull - Purchase Ledger Clerk

Telephone no. 0151-291-3489 Email turnbue@hope.ac.uk 

Jamie Maguire - Purchase Ledger Clerk

Telephone no. 0151-291-3174 Email maguirj@hope.ac.uk 



Related Links:


Customers/Supplier information

FAQs

Finance Forms, Policies and Procedures

Accounting Support

Sales Ledger

The Sales Ledger department is responsible for sending all Agresso sales invoices out to customers and for the collection of debts. The team is located on the ground floor of the Gateway to Hope Building, in the same office as the cash desk and student finance.

The main contacts are:

Mark Pringle – Student Finance Manager
Mark is the line manager for the sales ledger team and is also the main contact for Student Debt and Student Funds.
Telephone no. 0151-291-3487 Email pringlm@hope.ac.uk

Lynsey Wangerin - Finance Assistant
Lynsey is responsible for the processing of all non student debt invoices e.g. conferences etc. and is also responsible for the non student debt management processes.
Telephone no. 0151-291-3768 Email wangerl@hope.ac.uk

 

Information for Departments:

Invoice/Credit Requisitioning:

The creation of commercial (i.e. non-student) invoices is the responsibility of the department that has provided goods or services to a 3rd party customer. To create an invoice or credit note, please refer to the guidance on Entering a sales order.

Once a sales order has received all necessary approvals an invoice is generated which will be posted to the customer by the sales ledger department. The sales ledger department will only contact you if they have difficulty in receiving payment from customers or alternatively if any of the information on the invoice was incorrect.

The income for the invoices should appear in your cost centre in the same month as your sales order is approved. If you have any queries regarding income for invoices not appearing in your cost centre then please contact the staff as above.

Banking of Cash & Cheques:

For details in how to process Banking of Cash and / or Cheques please contact Michelle Lynch in the Gateway building, Hope park email: lynchm@hope.ac.uk tel 0151-291-3221


Related Links:

Finance Forms
AGRESSO