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Finance & Procurement Tips

Cost Centres

Cost centres are specific segments, departments, or units within an organisation that are designated and accounted for separately in terms of their costs. These units are typically established to monitor and control expenses, assess performance, and allocate resources effectively. The primary purpose of creating cost centers is to facilitate management accounting and internal financial reporting. By assigning costs to specific areas or functions, businesses can gain insights into the financial performance of individual units and make informed decisions.

Cost Centre Service
4002 ITS Leadership
4005 Change Delivery
4006 Service Management
4007 Infrastructure
4008 Solution Development and TELT
4009 Research
4011 Print Services
4012 Copy Shop
4015 Devices (Professional Services and Schools)
4017 Office of The CIO

 

In order to streamline and manage costs effectively, it is essential to adhere to a structured process when requesting budget codes for the purchase of services or products, such as software, hardware, or any other IT departmental purchase. This process ensures that all acquisitions align with the organisation's financial guidelines, are authorised appropriately, and are charged to the correct budget categories. By obtaining the correct budget code before initiating a purchase request, staff contribute to the financial accountability and transparency of the organisation. The following simple procedure outlines the steps staff should follow to request budget codes for their service areas:

  1. Determine the Nature of the Purchase:

Before reaching out for a budget code, clearly identify the nature of the purchase, whether it's software, hardware, or any other service/product requiring financial allocation.

  1. Contact Your Manager:

Reach out to your immediate manager to discuss the intended purchase. Seek approval and clarification on the budget allocation for the specific service area or project.

  1. Request the Budget / Account Code / ITS Local Code (If Applicable) :

Ask your manager for the relevant Budget / Account Code / ITS Local Code (If Applicable) associated with the service area or project. Ensure you understand any specific guidelines or restrictions related to the use of that budget code.

  1. Document the Budget / Account Code / ITS Local Code (If Applicable):

Once provided with the Budget / Account Code / ITS Local Code (If Applicable), document it for future reference. This code will be crucial when raising a ticket through Service Desk for any purchases related to the approved service area.

  1. Raise a Ticket through Service Desk:

With the approved budget code in hand, raise a ticket through Service Desk helpdesk to initiate the purchase process. Clearly mention the nature of the purchase, provide necessary details, and include the budget code in the ticket.

  1. Await Confirmation:

 Allow time for the appropriate helpdesk staff member to review and confirm the budget code and purchase request. Any discrepancies or issues will be communicated through Service Desk.

Click here for list of Account Codes

The chart of accounts provides you with a description of the 4 digit account codes. When filling out a JIDO, it is advised that you use the most appropriate code. Income codes range from 1000-1999 and Expenditure codes range from 2100 - 6999.

Before you begin your New Supplier Request, you will need to ensure that:

  • You have followed the process outlined in How to buy.
  • You have obtained the required quote(s) based on the threshold of spend with the supplier.
  • You have checked the Supplier is not already set up on Agresso. Please note, Suppliers that have been deactivated due to inactivity for over a period of 18 months shall not be reactivated. You will need to complete a New Supplier Request.

Please click below for more information.

New Supplier QMUL

The new Purchase Order workflow set up on the Agresso finance system became effective from August 2014 Please find below information sent out in relation to implementing Queen Mary Scheme of Delegation of Financial Authority on Agresso.

1. Introduction to the new purchase order workflows on the Agresso finance system [PDF 290KB]

2. Information for Requisitioners [PDF 401KB]

3. Information for Approvers [PDF 573KB]

4. Confirmation of new workflow “go live” [PDF 343KB]

5. Appendix 1 [PDF 63KB]- Key contacts co-ordinating the new workflow set up

6. Appendix 2 [PDF 50KB]– Extract from Scheme of Delegation of Financial Authority (Approval Limits)

7. Payment of External Workers and Suppliers

Purchase 2 Pay Training – recorded session to view (http://ess.q-review.qmul.ac.uk:8080/ess/portal/section/e2c93b8b-a380-47d4-80eb-ad07c170c395)

http://qm-web.finance.qmul.ac.uk/p2puserforum/index.html P2P User Forum

 Purchase 2 Pay Training [PDF 7,070KB](copy of slides with notes pages)

- P2P Frequently Asked Questions [PDF 676KB] (Frequently Asked Questions)

- P2P Key Changes [PDF 477KB]- from 1 June 2013

- P2P guide Requistioners [PDF 373KB]

- P2P guide for approvers [PDF 335KB]

-  Conference fee payments [PDF 358KB] - Processes from 1 Nov 2013

- P2P tips 1 [PDF 389KB]  Goods receipting

- P2P tips 2 [PDF 248KB] – Raising purchase orders and VAT

- P2P tips 3 [PDF 340KB]  Raising purchase orders and additional requirements

- P2P tips 4 [PDF 253KB] Raising purchase orders and delivery / postage charges

- P2P tips 5 [PDF 72KB]  P2P what to do if issues arise

- P2P tips 6 [PDF 376KB]– P2P delegating approval limits on Agresso when out of the office

Logging into Agresso

Agresso Alerts

  • Deal with Missing Goods Receipt alerts - Authorising a Missing Goods Receipt Task [PDF 268KB].
  • Received an Invoice Out of Tolerance alert: if the 5% tolerance level (or above £50) is exceeded then compare the original PO amount to the invoice visible in the task then approve/reject to clear the task (click the tick icon in the top right of the screen).

Purchase Orders (PO's)

Time Savers

  • Activate your Agresso substitute while out of the office: Activating your Agresso substitute [DOC 75KB].  
  • Filter results when running Agresso reports: use the wildcard function e.g. 3*** to display all account codes beginning with '3'.
  • Find out if an invoice has been paid > the 'quick' option is to contact Elaine Nicholson, Virginia Christian or Jacqui Yates (Accounts Payable) by Teams message quoting the PO number.
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