280582 M5 Dec 2015 CM Procurement ET NEW

How to Build a Core Purchasing 

Solution 

Build Course Manual 

Milestone 5

Notices 

Highpoint Implementation and Training Services Ltd has made every effort to supply accurate, 

complete and up to date information in this document. However, if changes are made to the system, 

the information in this document may no longer be accurate at the time of use. Highpoint 

Implementation and Training Services Ltd assumes no responsibility for any errors or omissions that 

may occur in the document. 

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owners. 

This document contains information that is proprietary to Highpoint Implementation and Training 

Services Ltd. Please do not reproduce this document, or make it available to any third party either 

directly or indirectly in any format. If you do require more copies for any purpose please contact 

Highpoint Implementation and Training Services for authorisation. 

All rights reserved. 

Highpoint Implementation and Training Services © 2015

Contents 

Introduction ............................................................................................................... 5 

1.1 Welcome ....................................................................................................................................... 5 

1.2 The format of this document ........................................................................................................ 5 

1.3 Prerequisites ................................................................................................................................. 6 

1.4 Environment .................................................................................................................................. 7 

1.5 Unit4 Implementation Methodology (U4IM)................................................................................ 7 

Course Overview and Objectives .............................................................................. 8 

2.1 Course Overview ........................................................................................................................... 8 

2.2 Course Objective ........................................................................................................................... 8 

2.3 Further Courses to Attend ............................................................................................................ 8 

Non-Purchasing Setup ............................................................................................. 10 

3.1 Objectives .................................................................................................................................... 10 

3.2 Process Overview ........................................................................................................................ 10 

3.3 Basic Resource Setup (Personnel master file) ............................................................................. 10 

3.3.1 Resource tab ....................................................................................................................................... 11 

3.3.2 Address tab ......................................................................................................................................... 12 

3.4 User Setup ................................................................................................................................... 13 

3.4.1 Contact Information Tab .................................................................................................................... 15 

3.4.2 Role and Company Tab ....................................................................................................................... 15 

3.4.3 Security Tab ........................................................................................................................................ 17 

3.5 Review Role Master File .............................................................................................................. 19 

3.5.1 Role Tab .............................................................................................................................................. 19 

3.6 Menu-Based Access .................................................................................................................... 20 

3.6.2 Review Responsible Setup .................................................................................................................. 22 

Supplier Master File................................................................................................. 23 

4.1 Supplier Tab ................................................................................................................................ 23 

4.1.1 Address Tab ........................................................................................................................................ 24 

4.1.2 Invoice Tab .......................................................................................................................................... 25 

4.1.3 Payment Tab ....................................................................................................................................... 26 

4.1.4 Relation Tab ........................................................................................................................................ 27 

4.2 Actions - Creating a New Supplier Record .................................................................................. 28 

4.2.1 Supplier Tab ........................................................................................................................................ 28 

4.2.2 Address Tab ........................................................................................................................................ 28 

4.2.3 Invoice Tab .......................................................................................................................................... 29 

4.2.4 Payment Tab ....................................................................................................................................... 29 

4.2.5 Relation Tab ........................................................................................................................................ 29 

Product Setup .......................................................................................................... 30 

5.1 Overview ..................................................................................................................................... 30 

5.2 Screen Definitions ....................................................................................................................... 30 

5.2.1 Base Units ........................................................................................................................................... 30

5.2.2 Product Groups ................................................................................................................................... 31 

5.2.3 Setting up a Product Group ................................................................................................................ 33 

5.3 Product Master File ..................................................................................................................... 34 

5.3.1 Product Tab ........................................................................................................................................ 34 

5.3.2 Price Tab ............................................................................................................................................. 36 

5.3.3 Stock Tab ............................................................................................................................................ 37 

5.3.4 Relation Tab ........................................................................................................................................ 37 

5.3.5 Creating Relations on Products........................................................................................................... 37 

5.3.6 Setting up a Product ........................................................................................................................... 38 

5.3.7 System Parameters ............................................................................................................................. 38 

Purchasing Setup ..................................................................................................... 40 

6.1 Overview ..................................................................................................................................... 40 

6.2 Screen Definitions ....................................................................................................................... 40 

6.2.1 Requisition Parameters....................................................................................................................... 40 

6.2.2 Document Numbering ........................................................................................................................ 41 

6.2.3 Setting up Number Series (requisition example) ................................................................................ 42 

6.2.4 Setting up Number Types .................................................................................................................... 43 

6.2.5 Setting up Number Cycles ................................................................................................................... 44 

6.2.6 Order Types......................................................................................................................................... 44 

6.2.7 Setting up Order Types ....................................................................................................................... 45 

6.2.8 Terms of Delivery ................................................................................................................................ 46 

6.2.9 Modes of Delivery ............................................................................................................................... 46 

6.2.10 Setting up Terms and Modes of Delivery .......................................................................................... 47 

6.2.11 PO to Requisition Parameter ............................................................................................................ 47 

6.2.12 Actions .............................................................................................................................................. 48 

Testing the Setup ..................................................................................................... 49 

About Highpoint ....................................................................................................................... 54

Implementing Purchasing Build Course 

Introduction 

1.1 Welcome 

Thank you for purchasing this training material and its associated core build task list (CBTL). The task 

list is saved to a memory stick which is attached to this document. 

Our build courses have been designed to show a clear path from start to finish that will enable you to 

complete all of the necessary steps required to build what we consider to be a ‘core’ solution. The 

course will not make you an expert but will quickly give you the confidence to work with your 

consultant to deliver the requirements of your project. 

This material has been designed for use in a teacher led classroom environment or for self-study. It 

has been tested by people who are not expert users to ensure that they are, as far as possible selfexplanatory 

and easy to follow. 

1.2 The format of this document 

This document is split into sections. Each section is then further split into headings. These headings 

tend to be consistent in each section. The headings are as follows: 

Heading 

Purpose 

Overview 

To set the context of the section and describe in relatively high level terms 

what follows. 

Screen Definitions 

To present all of the screens that will be used and what each one does at a 

field by field level. 

Actions 

A summary of the step involved. 

The document will guide you through the process and uses the following navigation convention to 

help make sure that you are using the correct function. 

Navigate to Agresso Common Attributes and relations Attributes 

280582 Page 5 of 54 M5/Dec/2015/CM/BPU 

© Highpoint 2015 highpoint-services.co.uk


Most of the navigation will be to items in the standard menu structure, shown below: 

There will be a requirement for you to use the Settings menu which is activated using the 

which can be found directly underneath the menu items. An example of such navigation is: 

icon, 

Navigate to Settings System Administration Setting up a New Company New 

Company 

The settings menu looks like this. 

1.3 Prerequisites 

Whilst the course and this material have been designed to be easy to follow and clear, we do 

anticipate that anyone wishing to attend this course or utilise it as self-study material has a good 

knowledge of the key concepts of the software and its basic navigation. Consequently, you should 

have attended the following courses prior to undertaking this one. 

 

 

 

 

Introduction to UBW Desktop 

Introduction to UBW Web 

Setting Up a New Client (recommended) 

Implementing Accounts Payable 




1.4 Environment 

The starting point of this course is the T1 client that was created on the How to create a new client 

(Including General Ledger) course. It also assumes that the build from the Core Accounts Payable 

course has been done. 

1.5 Unit4 Implementation Methodology (U4IM) 

The course has been designed to be compliant with the Unit4 Implementation Methodology (Unit4 

Handbook) and uses terminology that is consistent with it. 

The table below is an outline of U4IM. This methodology provides for knowledge transfer at every 

key stage. This course covers the core knowledge transfer requirement of the Build phase of the 

project. 




Course Overview and Objectives 

2.1 Course Overview 

This course is designed to take you on a step by step journey through the process of Purchasing in 

your UNIT4 Business World (UBW) system. It has been designed for Finance and Project team system 

users who are involved in the build and configuration of the Purchasing and AP modules. 

The course assumes that certain system design decisions have been made and that the UBW system 

has already been configured for an organisation. The UBW training system used for this course has 

been set up with a basic template representing a common configuration not specific to any one 

organisation. 

This document explains the screens you need to use and the purpose of each field within those 

screens. It must be used in conjunction with the corresponding Core Build Task List (CBTL) which 

contains the data to be loaded, examples and other useful information. 

This course covers the following: 

 

 

 

1 – Non - Purchasing Setup 

2 – Product Setup 

3 – Purchasing Setup 

2.2 Course Objective 

Our objective is that once you have completed this course you will be able to actively contribute to 

the building of your own core solution, using this guide and the core build task list for reference. 

2.3 Further Courses to Attend 

• Workflow Setup 

• IntellAgent Setup 

• Flexi-fields Setup 

• Document Archive Setup 

• Action Overview Setup 

• Enquiry, Browser and Analyser 




Purchasing 

When building the Purchasing Module we need to consider the following areas: 

What are we buying? 

How do we want the system to treat our purchase orders? 

From whom are we buying? 

Who can set up and do what? 




Non-Purchasing Setup 

3.1 Objectives 

The objective of this section is to understand the non-purchasing elements that need to be set up 

before the purchasing elements can be entered. 

3.2 Process Overview 

The following non-purchasing functions must be set up before requisitions can be created in UBW: 

• Resources 

• Users, Roles & Menu Access * 

• Responsible Setup * 

The functions marked with a red asterisk * are also covered in other course manuals but we have 

included them here for completeness. 

3.3 Basic Resource Setup (Personnel master file) 

When a new starter (Resource) begins employment with an organisation a Personnel master file is 

created for them. This record is updated throughout the resource’s lifecycle at the organisation and 

records their current details, including their job role (Position), as well as historical information. 

Not all organisations will be implementing the UBW HR/Payroll (PR) module or may be deferring this 

to a later stage in their implementation plan. However, to enable purchasing and workflow; users 

must be connected to a resource, so if your organisation is not using UBW HR/PR then a personnel 

record must still be created with the minimum amount of information. 

The Resource master file is an expanded attribute screen for the attribute RESNO. 

Standard attributes allow for one value to be specified (with as many variants as required), 

but when more information needs to be captured a master file can be used. 

The standard UBW tabs on the master file and most of the fields important to purchasing are 

described below. Mandatory fields (that must be completed before a record can be saved the first 

time) are marked with an asterisk *. 

Navigate to Agresso Human Resources Human Resources Personnel registration 

Personnel 




3.3.1 Resource tab 

This tab holds basic information about the resource such as ResID (unique resource ID number), 

Resource type, Name and Date from (employee start date), and has hidden customisable fields (in 

the Additional info section) which can be used by an organisation if necessary. 

Field 

Description 

ResID * 

Every resource must have a ResID which is assigned either manually or 

automatically when a new resource record is first saved. Search for an existing 

resource in this field using Value lookup or by entering the resource number if 

known. 

Other search options can be used (for example searching by Name) by clicking the 

drop-down arrow. 

Resource type * 

An attribute used to specify the type of resource, for example Full-time employee, 

Contractor or Temporary worker. 

Name button * 

Click the Name button to open the Name sub-window and complete or view the 

relevant fields. The names of the fields 3-6 can be customised. 

Short name * 

Records can also be searched for using the value specified here (via the Value 

lookup screen). This field is sometimes used to record resource codes from 

previous systems as a reference. 

Date from * / Date to 

The resource’s dates of employment. Date from is mandatory and Date to is 

optional (used to record definite end dates for contractors, and will record the last 

date for leavers). 




Field 

Description 

Status * 

Resource records can be Active, Parked, Closed (can be returned to Active) or 

Terminated (cannot be returned to Active). 

NI Number * 

Enter using the standard format or N/A is entered if the number is not known. 

Overtime check-box 

Checked when a resource is able to be paid overtime. Used by the Payroll section. 

Piecework check-box 

Checked when a resource is paid according to what they produce. Used by the 

Payroll section. 

Additional info section 

This section is usually hidden and contains four drop-down fields can be unhidden 

and customised. 

Supplier ID * 

When a resource is successfully saved the first time a Supplier master file is 

automatically created in the Accounts Payable module. This allows for payments 

such as expenses and advances to be made to the resource. 

Supplier Group 

The resource is connected to a Supplier group normally Employees. 

This is a measure of the availability of a resource when compared to someone 

working standard hours and weeks. Consequently a full time employee would 

show 100%. 

Part-time% 

The value shown is drawn from the position details on the Employment tab (see 

section 4.3.5). 

The field can be renamed, for example to ‘FTE’ (full time equivalent) and expresses 

as a number rather than a percentage. 

3.3.2 Address tab 

This tab holds address details for the resource. The table-field can contain as many rows as are 

required for different address Types. The organisation defines the different types it wants to record. 

Every resource record must have at least one address of the type ‘General’ recorded. 




3.3.2.1 Action – Create a Basic Resource 

Using the PU Core Build Task List, create the Basic resource listed in worksheet 3. Non Purchasing 

Setup. 

Step 

Action 

1 Complete personnel tab as shown in the task List and press [Tab]. 

2 On the address tab, enter the type General to bring up more details screen and copy information 

from the Task List. 

To close the Address sub-screen after updating the address click Keep or press [F11] to navigate to 

the Relation tab. 

3.4 User Setup 

Now you must create the User for this resource and connect the two. (The resource record holds the 

resource related data, whilst the user record is defining their access to the system.) 

Navigate to Settings System Administration Users & Access User master file 




Field 

Description 

User 

User 

User name 

Description 

The user ID. 

The name of the user, which is used to log on to the system. The User name is 

case sensitive. 

A description of the user, usually their full name. 

Status 

Date from/Date to 

The valid from and to dates for the user. 

The possible status of the user can be: 

Status 

• Active 

• Parked 

• Terminated 

If a password is entered incorrectly a certain number of times the status of the 

user will be Closed. 

Basic 

Language 

The language of the user. 

Printer 

Defines which printer printouts will be sent to. 

Alert media 

The method by which IntellAgent alerts will be sent to the user. 

Access 

Priority 

Access from/to 

The priority of the user in report queues. 

Indicates the set times when the user may access the system. 

Usage 

Menu access 

Workflow 

Administrator 

Provides user access to certain UBW menu items through workflow. 

Provides user eligibility for individual selection in workflow processes. 

Gives access to the management console. System Admin only. 




3.4.1 Contact Information Tab 

This tab captures the user’s contact information. Various types of contact details for the user may be 

added, amended, or deleted, including a home and work address. 

3.4.2 Role and Company Tab 

This section is where you assign the role created previously to the user (top section) and connect the 

user to a resource (bottom section). 

Top Section 




Field 

Available 

Selected 

Description 

The roles and companies to which the user can be connected. 

The roles and companies to which the user is connected. 

Bottom Section 

Field 

Description 

Detailed company 

Show all details check 

box 

Connected 

Role 

Company 

Date from/Date to 

If this is checked all of the user details for the selected roles and companies are 

shown in the table. 

Checking this box connects the user to roles and companies. 

The user is connected to the roles. 

The user is connected to the companies by means of the role. 

The dates that the user type is valid. 

The status of the details information: 

Status 

• Active 

• Parked 

• Closed 

Position for role 

access 

The position within the role the user has access to. 

Detailed company 

Company 

Connected resource ID 

Resource name 

Available 

The user is connected to companies independent of the role. 

The unique ID of the Resource that the user is connected to. 

The name of the Resource. 

The list of roles and companies that the user can be connected to. 




3.4.3 Security Tab 

Field 

Password 

Force password 

change 

Single Sign-On 

Default company 

Description 

Sets the user password. If these fields are left blank the user name will be used as 

the password. 

If this box is checked the user is forced to change their password the next time 

they log in to the system. 

The network domain user name. 

A company the user is automatically logged on to. 




3.4.3.1 Review/Creating a New User 

A new user has been created in the BNC Course Manual. If you have created TR01 please check it is 

correct (You will need to add your newly created resource to the company shown in the Role and 

Company Tab). If not, use the PU Core Build Task List, create the new user shown in worksheet 3. 

Non Purchasing Setup. 

Navigate to Settings System Administration Users & Access User master file 

User tab 

Step 

Action 

1 Click NEW in the tools ribbon. 

2 In User insert a user ID and press [Tab]. 

3 Enter a User name or use the default. 

4 Enter a Description of the new user. 

5 Amend the Date from and Date to fields if appropriate or leave as default. 

6 Leave the Status as Active. 

7 Update the user’s Language, the Printer any printouts for this user will be sent to, and the Alert 

media type for alerts that will be sent to the user. 

8 Indicate when the user can access the system in the Access from and Access to fields, or leave as 

default. 

9 Tick Menu access, Workflow, and Administration as appropriate. 

Contact tab 

Step 

Action 

1 Click Add and complete the fields to enter an address for the user. 

Role and Company tab 

Step 

Action 

1 Ensure they have the SYSTEM and SUPER roles in the Available list to move it into the Selected 

list. 

2 In All companies and connected resources ensure your resource is added in Connected Resource 

ID for your company. 




Security tab 

Step 

Action 

1 Enter a new password in Password and in Confirm Password. This is optional. 

2 When complete click Save. 

3.5 Review Role Master File 

Roles are defined using the Role master file. 

It is important to note that we have set up roles which are then available to be connected to the 

resources. The Requisitioner role has been set up in the Build Accounts Payable Manual. Please 

review in the Role Master File shown in the screenshot below. T1 client will need to be moved to 

selected clients (if applicable). 

3.5.1 Role Tab 

Navigate to Settings System Administration Users and access Role master file 




3.6 Menu-Based Access 

We also need to give access to the UBW menus so that they can use the various screens and 

functions of the system. Menu access is granted using the Role/User – Based access screen. 

Navigate to Settings System Administration Users & Access Role/User – 

based access 

Select the appropriate tab at the top of the screen using the following options: 

• Agresso Desktop 

• Agresso Web 

• Web services 

• Reports 

When selecting menu access you have to select the menu path above it. For example if 

the role requires GL then Agresso financials will need to be selected. 




When giving menu access a pop up message will ask if you want to roll the changes 

down the tree. This can be amended depending on roles and offers flexibility for the 

company. 

Using the PU Core Build Task List, check / grant menu access as shown in worksheet 3. Non 

Purchasing Setup. 

3.6.1.1 Granting Menu Access Desktop 

Step 

Action 

1 Enter the Client and ensure Role and Requisitioners is selected. 

2 Expand the drop down menu for Root. 

3 Select Agresso Logistics and click NO on the ‘Apply changes to subsection’ pop-up. 

4 Select Purchasing and click NO on the ‘Apply changes to subsection’ pop-up. 

5 Select Requisitions and click YES on the ‘Apply changes to subsection’ pop-up. 

6 Give access to the whole Purchase Order, Goods Received and Enquiries folder and click YES on 

the ‘Apply changes to subsection’ pop-up. 

7 Give read-only access to the Supplier Master File and click YES on the ‘Apply changes to 

subsection’ pop-up. 


3.6.1.2 Granting Menu Access Web 

Step 

Action 

1 Click the Agresso Web tab and enter the Client and ensure Role and Requisitioners is selected. 

2 Expand the drop-down menu for Root. 

3 Select Procurement and click NO on the ‘Apply changes to subsection’ pop-up. 

4 Select Requisitions and click YES on the ‘Apply changes to subsection’ pop-up. 





3.6.2 Review Responsible Setup 

Navigate to Agresso Common System setup Responsible setup 

The Responsible setup screen allows roles to be connected to specific fields on registration screens. 

The user can then choose the names of members of staff linked to those roles in the relevant fields. 

This has been created in the Build Accounts Payable course. Check your Responsible setup matches 

the screenshot below. 

Up to three levels of responsibility can be used: 

• Accountable – inputs the order 

• Responsible – approves the order 

• Requested by – requested the order 

Column/Field 

Description 

Select the type from the drop-down list: 

Responsibility type 

 

 

 

Procurement – applies to Purchasing 

General – applies to all modules where a Responsible field is used 

Sales – applies to sales orders 

Three roles can be configured to be responsible for purchase orders: 

Column name 

 

 

 

Accountable – applies to the Accountable field, and is the inputter of the 

order 

Responsible – applies to the Responsible field, and is the approver of the 

order 

Responsible2 – applies to the Requested by, and is the requester of the 

order 

Description 

Module 

Role 

The name of the field on the screen that the role applies to. 

The choice of module made here restricts the role/responsibility connection to that 

module. 

The ID of the role connected to the responsibility. 




Supplier Master File 

The Supplier master file is used to record supplier details, such as name, address, payment and 

reporting information. Each is assigned to a supplier group, which classifies the type of supplier they 

are. The system allocates a unique reference code (SupplierID) when the record is first saved. The 

Supplier master file is looked at in more depth in the AP course. Here we are looking at setting a simple 

single supplier. 

Navigate to Agresso Financials Accounts Payable Supplier Master File Supplier 

The Supplier master file has five tabs, each containing fields in which to record information. Some of 

these fields are mandatory and are signified by an * in the field table below. 

4.1 Supplier Tab 

This tab contains basic supplier information. 

Field 

Description 

SupplierID 

This is automatically created when the supplier record is saved. The ID is defined 

in the auto-numbering screen. 

*Supplier name 

The field adjacent to SupplierID. Enter the full name of the supplier. 

*Supplier group 

The relevant group to which the supplier belongs. Certain fields on the Supplier 

Masterfile populate from the group selected. 




Field 

Description 

*Country 

Select from the drop-down list. 

Comp. reg.no 

(registration number) 

Enter if known and applicable. 

VAT RegNo 

Enter if known and applicable. 

*Short Name 

A mandatory abbreviation of the supplier name used for enquiries. 

*External reference 

A mandatory field designed to hold the supplier’s reference for your Organisation. 

Text 

Optional free-text field with a 25 character limit. 

4.1.1 Address Tab 

This tab records the supplier’s address details. All suppliers must have a general address recorded. If 

any other address types (such as invoice and payment) are required, they can be made mandatory. 

To view the details of one of the addresses double-click the row. The Address screen opens. 

Tab 

Description 

Address 

Contact information, which could be for a person, and the full address. 

Phone 

Phone numbers for the contact or main office. 

E-mail 

Important for auto-sending of purchase orders and other documentation. A supplier 

must have an email address entered here if they are to be paid via BACS. 




4.1.2 Invoice Tab 

This holds information relating to payment terms and currency. The default values populate from the 

supplier group. 

Field 

Description 

Tax code 

Some suppliers need to be linked to a specific tax code. 

Payment terms 

Currency 

These are usually not fixed and can be changed during invoice registration. 

Head office 

If the supplier is a subsidiary, the SupplierID of the Head Office will be shown here and 

will be the used for payments. 

Message 

Text (notes or alerts) entered here will appear as a pop-up during invoice registration. 




4.1.3 Payment Tab 

The Payment Tab indicates the method of payment, for example BACS or cheque and bank account 

details. 

Field 

Description 

Pay method 

BACS is a cheaper and more efficient method to pay suppliers, and bank details should 

be actively sought to allow payment via this method. Suppliers can also be set up to 

receive cheque payments and other methods. 

Pay recipient 

Used if a supplier is paid via a third party. 

Bank account 

The Account Number where the payment method is BACS. This must be an eight digit 

number (some Banks have seven digit Account Numbers, in which case a leading zero 

must be added). 

IBAN 

International Bank Account Number. 

Swift 

Bank’s Swift Code. 

Sort Code 

Bank’s Sort Code. No special characters. 

Pay delay 

The number of days after the due date before the supplier’s invoices are considered 

for remittance. 




Field 

Description 

Pay discount 

Number of days after the discount due date when a discount is still granted. 

Priority 

The supplier’s payment priority, ranging from 0 to 9 (high). Invoices with a higher 

priority will be prioritised over those marked with lower values. 

Status of the supplier record: 

Status 

 

 

Active – open 

Closed – Any existing transactions would not be able to be processed. 

 

Parked – Existing transactions can be processed but no new transactions can 

be entered. 

4.1.4 Relation Tab 

The Relation tab shows attributes that the supplier is connected to. The interaction between attributes 

allows for detailed reporting in the system. 

Column 

Description 

Relation 

The relations linked to the supplier master file on the Relations on Supplier screen. 

Description 

The default description of the relation. 

Rel.value 

value) 

(relation 

Select the relevant attribute value. 

Description 

The default description of the attribute value. 




4.2 Actions - Creating a New Supplier Record 

Navigate to Agresso Financials Accounts Payable Supplier Master file Supplier 

Using the PU Core Build Task List, set up the supplier as shown in worksheet 4. Supplier Master File. 

4.2.1 Supplier Tab 

Step 

1 

2 

3 

Action 

SupplierID displays [NEW]. An automatic ID is shown when the record is Saved. (If auto-numbering 

isn’t set up, you will need to enter an ID number manually.) 

Enter the supplier’s name in the description field. Please use Computers Limited as the above 

example. 

Select the Supplier group. 

4 Select the Country in which the supplier is based. 

5 Enter the Company registration number and VAT registration number, if known. 

6 Enter a Short name for the supplier – this can be an acronym or other meaningful reference. 

7 For the External ref enter the Short name. 

8 [Tab] or click into the Address information tab. 

4.2.2 Address Tab 

Step 

Action 

1 Double-click the existing empty General address row and the Address window opens. 

2 Enter as much address information as possible on the three tabs. 

3 Click Keep or press [F11] to return to the Supplier screen. 

4 If necessary click Insert Row in the tools ribbon to add a new address row. 

5 In the new row select the address Type. Repeat steps 2 and 3. 

6 Save the customer record. 




4.2.3 Invoice Tab 

Step 

Action 

1 Complete the appropriate fields on this tab including Payment terms. 

2 Save the supplier record. 

4.2.4 Payment Tab 

Step 

Action 

1 Select the Payment method for the supplier. 

2 Complete Bank account and Account name. 



Step 

Action 

1 Complete the relations as appropriate by completing the Rel.value field for the relevant relation 

row. 





Product Setup 

5.1 Overview 

There are three elements you must create in order to use a product in your purchasing: 

• Base units 

• Product Groups 

• Products 

5.2 Screen Definitions 

Base units are units of measurement used to properly define the quantity of a product being sold or 

bought. They can be linked to products so that when you select a product the unit is automatically 

assigned and can be fixed. 

Similar products will contain similar information. Product groups allow you to apply a set of common 

data to a product you create and also enable the reporting of sales (or purchases) by product or 

product group. 

5.2.1 Base Units 

Below you can see the base unit screen which is used to store information on varying units (such as 

Metres, Litres, or Kilograms). Base units can be related to one another via the Base unit column. For 

example: 1 ton (TN) = 1000Kg (KG). 

Navigate to Agresso Logistics Purchasing Fixed registers Units 




Using the PU Core Build Task List, create the Units shown in Worksheet 5. Product Setup. 

Step 

Action 

1 Enter a unique ID in the Unit column of the first blank row and press [Tab]. 

2 Enter a Description. 

3 Enter a Factor, Base unit and Weight or Volume as necessary. 

4 Repeat steps 1 to 3 for each unit required. 

5 Click Save or press [F12]. 

5.2.2 Product Groups 

Product groups are used to report on and apply settings/data to similar products. 

Navigate to Agresso Logistics Purchasing Fixed registers Product groups 

There are two tabs in the Product group screen: 

5.2.2.1 Group Tab 

There are data fields on this tab that apply to both sales and purchases. The minimum data that 

needs to be entered for purchasing related products are the Sale, Costs and Tax code (upper) 

fields. 




Column/Field 

Product group 

Description 

The unique ID of the product group and the description. 

The account codes to which the various sales finances should be assigned. The 

fields are: 

GL analysis area 

Directory 

Price group 

Formula 

Status 

• Sale – a GL account for sales income. 

• Tax code – the standard AR tax code for domestic sales. 

• Discount – A GL discount account. 

• Bonus – Not in use. 

• Inventory – A GL account that displays the stock level. It can be left blank. 

• Tax code – The standard AP tax code for purchasing. 

• Costs – A GL account for product costs - must be entered if an inventory 

account is entered. 

• Consumption – A GL account for registering internal withdrawal of goods. 

• Prelim. suppl. debt – Suspense account for supplier debt. 

This is a reference to the directory in the Setup user defined product information 

window in Inventory Management. It isn’t discussed in this manual. 

The price group is used to define discounts related to the product and as the default 

upon registration of a product, but may then be overridden. There is no validation 

on the alphanumeric code entered. 

Not used. 

Choose Active or Closed. 

5.2.2.2 Accounts Tab 

A further list of optional account codes can be entered here. 

The accounts you populate on the product group is determined by the modules you have. If you have 

the inventory modules you would fill this tab in. 




5.2.3 Setting up a Product Group 

5.2.3.1 Review/ Creating a Computer Software Purchases Account 

An account used for software purchases needs to be setup before you can set up your product 

group. This was created in the BNC Manual. If you have set this up you will review it. If not using the 

PU Core Build Task List, create the software account shown in Worksheet 5. Product Setup. 

Navigate to Agresso Common Accounting structure Chart of accounts 

5.2.3.2 Action – Chart of Accounts 

Step 

Action 

1 Enter the account as 3505 and press [Tab]. 

2 In the description field enter Computing – Purchase of Software. 

3 Select Rule as CostC Only and the Group is OH. 

4 Enter Period from and Period to. 

5 The Type is GL and the Status is N 


5.2.3.3 Setting up the Product Group 

Now use the PU Core Build Task List to create the product group shown in Worksheet 5. Product 

Setup. 

Navigate to Agresso Logistics Purchasing Fixed registers Product groups 

Step 

Action 

1 On tab 1 - Group enter a unique ID code in Product group. 

2 In the description field enter a name for the new group. Use Apple software. 

3 Select the appropriate Sales, Costs and Tax Code. 

4 (Optional) On tab 2 – Accounts enter any relevant Accounts. 





5.3 Product Master File 

Navigate to Agresso Logistics Purchasing Product masterfile Products 

Products are used for sales or purchasing, and can be used for both (although this is uncommon). 

Many of their settings are from the product group they are attached to and allow for reporting at a 

more detailed level than the account code provides (assuming there is not a one-to-one relation 

between account code and product). The Master file has five tabs. Only the first four are addressed 

in this manual: 

5.3.1 Product Tab 

The product is linked to our group and base unit on this tab. 




Field 

Description 

Setup Section 

Product 

Product 

group 

Unit 

Status 

Amount use 

Unique Y/N 

Searchable 

The unique ID of the product and the description. 

Selecting the group auto-fills many other fields, but these can be amended. 

The unit of measurement, for example UN = Unit. This cannot be altered after the product is 

saved. 

Choose Active or Closed. 

If ticked, amounts are used (rather than units) when following up on sales and purchases. 

Indicates whether it is necessary to enter the complete product name or not when 

searching. 

Indicates if the product should be available for search in the Product search window 

in the Web client. 

External 

If this checkbox is activated the user must use an external marketplace (punchout) 

to order this product. 

Info 

This check box is used to provide information to the user when search for a product that 

cannot be ordered or sold. If this check box is activated the user will receive an 

information message containing detail. 

Purch. / Sale 

Tick which types of transaction this product can be used for. 

Purchase Section 

Order point 

Order qty 

Max level 

Tax code 

Purch. rule 

SuppID 

If the stock level drops below the number entered here, a server process will suggest that 

you reorder this product. 

The quantity which will be ordered when the order point process is triggered. 

The stock level will not exceed the value entered in this field. 

Comes from the product group but can be changed. 

The rule that is used when the Order point server process is run. 

The main supplier of the product (used by default in Requisitions when ‘back to back’ orders 

are used). 




5.3.2 Price Tab 

This tab is used to calculate the profit based on the purchase and sale prices. 

Field 

Description 

Setup Section 

Purch. price 

Std.cost 

Contract control 

Contract 

Fixed contract 

The supplier independent purchase price. 

Standard cost per unit in stock. 

The type of contract control (if any) to be used for the product. The options, are: 

• Mandatory – a contract must be used when purchasing the product. 

• Optional – gives a warning that a contract is connected to this product, 

but you can purchase the product without referring to a contract. 

A list of all contracts the product is part of as defined in the Contract Masterfile. 

Indicates whether the product can be purchased through a fixed contract only. 

Setup Section 

Sales price 

Costs 

Profit/Profit % 

The customer-independent sales price. 

The most recently updated purchase price for the product (cannot be changed). 

The profit on the product. 




5.3.3 Stock Tab 

This tab is used to keep track of the products physical location and is only used with inventory 

module. 

Field 

Directory 

Stocked 

Warehouse/ Location 

Description 

This comes from the product group. 

Indicates whether this is a stocked item. 

The location of your item in the warehouse as defined in the Warehouse 

definition screen. 


This tab is used to link the product to other related attributes. For example, you could link a supplier 

to a specific supplier or cost centre. 

If the Product Group attribute is defined as a relation, the value entered in the Product Group field 

will automatically be stored as a relation on this tab. 

5.3.5 Creating Relations on Products 

Navigate to Agresso Logistics Purchasing Fixed registers Relations on products 

Using the PU Core Build Task List, create the relations on products shown in Worksheet 5. Product 

Setup. 




Step 

Action 

1 Enter the relation in the Relation column. 

2 Populate the rest of the fields with data in the task list. 

3 Repeat for all relations. 


5.3.6 Setting up a Product 

Navigate to Agresso Logistics Purchasing Product Masterfile Products 

There are many fields in the Product Master file that can be entered or left blank depending on your 

requirements. 

Using the PU Core Build Task List, create the product shown in Worksheet 5. Product Setup. Please 

note this example is a minimum requirement setup. 

Step 

Action 

1 On tab 1 - Product enter a unique ID code in Product. 

2 In the description field enter a name for the new product. For this example use Apple Software. 

3 Select the Product Group that the product is linked to. 

4 Select the Unit to be used with the product. 

5 Tick the Amount use and Unique Y/N boxes as necessary. 

6 Tick the Purchase box. 

7 (Optional) Enter the information in the Purchase area as necessary. 

8 (Optional) Enter purchase/sales price info on the Price tab. 

9 (Optional) Enter warehousing/stock info on the Stock tab. 

10 (Optional) Enter product Relations. 

(Attributes must first be set up in the ‘Relations on Product’ screen). 

5.3.7 System Parameters 

Navigate to Settings System Administration System Setup System Parameters 

System Parameters 




If the system parameter LG_ART_REL is turned on, values from product relations will be automatically 

transferred to a requisition in the GL analysis line. This box should already be checked. If it is 

unchecked, please check it. 




Purchasing Setup 

6.1 Overview 

There are a number of elements you need to create or check to enable the use of the Requisition and 

Purchase Order screens: 

• Requisition parameters 

• Number series, types and cycles 

• Order Types 

• Delivery Terms 

• Delivery Methods 

6.2 Screen Definitions 

6.2.1 Requisition Parameters 

There are number of parameters used to add extra information to products, which is shown in UBW 

Web. For example: Price groups, rankings, purchase date, and links to web pages. 

Navigate to Agresso Logistics Purchasing Fixed Registers System Parameters - 

Purchase 

Examples of some available parameters include: 

• DEF_PQ_RESPONSIBLE - Default value of ‘Responsible’ user assigned to requisition. 

Must be a valid UBW user ID which has been assigned to the Purchasing ‘Responsibles’ 

role. 

• DEF_TREAT_PURCHASE – If activated, provides the default Order Type (treatment 

code) to be applied to purchase orders. 




• PO_CONSOLIDATE - If set off, a separate order is created for each requisition. If set on, 

consolidated orders are created from requisitions for the same supplier and delivery 

address and date. 

• PO_REQ_PROP - This parameter determines whether or not the maintenance option is 

required for web requisitions. 

• PQ_ATT_ID_1 - PQ_ATT_ID_7 -Optional requisition header attribute ID. For example, 

if PQ_ATT_ID is set to C1 (cost centre attribute ID) then cost centre entered on the 

header will default into each line of the requisition 

• PQ_DEF_ARTICLE – a valid product code which is used as the default product 

automatically assigned to Simple Requisitions 

6.2.2 Document Numbering 

Document numbers are to logistics what transaction numbers are to financials. In other words, to save 

a Requisition or Purchase Order you will need to set up the following elements for each: 

• Number series 

• Number types 

• Number cycles 

‘The setup of these screens is similar in principle as the ‘transaction series’, ‘transaction type’ and 

‘posting cycle’ screens which are covered in the AP course manual.’ 

6.2.2.1 Number Series 

The example below shows a purchasing (requisitions) number series. 

Navigate to Agresso Logistics Purchasing Fixed registers Number series 




6.2.3 Setting up Number Series (requisition example) 

Navigate to Agresso Logistics Purchasing Fixed registers Number series 

Using the PU Core Build Task List, create the number series shown in Worksheet 6. Purchasing 

Setup. 

Step 

Action 

1 Enter a unique ID in the Number series column of the first row and press [Tab]. 

2 Choose Automatic as the Assignm. 


4 Enter a valid number in Number from. 

5 Enter a valid number in Number to. 


6.2.3.1 Number Types 

The example below shows a purchasing (enquiry) number type. Note that the TreatCode (treatment 

code) has been defined on this screen. 

Navigate to Agresso Logistics Purchasing Fixed Registers Number Types 




6.2.4 Setting up Number Types 

Navigate to Agresso Logistics Purchasing Fixed Registers Number Types 

Using the PU Core Build Task List, create the number types shown in Worksheet 6. Purchasing 

Setup. 

Step 

Action 

1 Enter a unique ID in the NT column of the first row and [Tab]. 


3 Select the relevant treatment code in the TreatCode field. 

4 Select the related Number series. 

5 Enter N as a status in S. 

6 Repeat for all number types and then click Save or press [F12]. 

6.2.4.1 Number Cycle 

The example below shows a purchasing (enquiry) number cycle. 

Navigate to Agresso Logistics Purchasing Fixed registers Number cycles 




6.2.5 Setting up Number Cycles 

Navigate to Agresso Logistics Purchasing Fixed registers Number cycles 

Using the PU Core Build Task List, create the number cycles shown in Worksheet 6. Purchasing 

Setup. 

Step 

Action 

1 Choose the relevant Number series. 

2 Enter the current Period. 

3 Enter the current Year if necessary. 

4 Enter N as the status. 

5 Repeat for all number cycles and then click Save or press [F12]. 

6.2.6 Order Types 

Navigate to Agresso Logistics Purchasing Fixed registers Order type 

When saved, a purchase order can be treated in different ways by the system. You can specify which 

steps a purchase order will go through by assigning a pre-defined ‘treatment code’. This is similar to 

setting up treatment codes against transaction types. 

You must have at least one order type set up in UBW, this is done using the Order types window: 




Navigate to Agresso Logistics Purchasing Fixed registers System parameters - 

Purchase 

A default order type needs to be set up in the system parameters screen – the name of the 

parameter is DEF_TREAT_PURCHASE. Make sure the box is checked to turn this parameter on (the 

system should automatically have this checked). 

6.2.7 Setting up Order Types 

Navigate to Agresso Logistics Purchasing Fixed registers Order type 

Order Types determine the way the order is treated by UBW. There are four types of Purchase Order: 

Description Treat Code Print GRN 

Standard purchase order 10 Manual Manual 

Accepted purchase 11 Manual Auto 

Direct purchase 12 Auto Manual 

Direct stock purchase 13 Auto Auto 

Manual processes can be automated by UBW. Automatic UBW processes can’t be made manual. 

For each Order type created above, you would create a corresponding Requisition Type. 

Using the PU Core Build Task List, create the order types shown in Worksheet 6. Purchasing Setup. 

Step 

Action 

1 Enter an Order type code and Description (usually the same as the treatment code that will be 

used). 

2 Enter the Treat Code or find it using value lookup. 

3 Leave the Status as N. 

4 Repeat steps 1 to 3 for each order type required. 





6.2.8 Terms of Delivery 

Navigate to Agresso Logistics Purchasing Fixed registers Terms of delivery 

You can specify delivery terms to be printed on the Purchase Order (this is optional). The terms should 

explain what is included in the price. The options you add are simple attribute values. 

6.2.9 Modes of Delivery 

Navigate to Agresso Logistics Purchasing Fixed registers Modes of delivery 

Another optional attribute value that can be used to add information to your PO is the ‘Mode of 

Delivery’ This is used to print the delivery method on the Purchase Order. 




6.2.10 Setting up Terms and Modes of Delivery 

Navigate to Agresso Logistics Purchasing Fixed registers Terms of delivery or 

Modes of delivery 

Using the PU Core Build Task List, create the terms of delivery and modes of delivery shown in 

Worksheet 6. Purchasing Setup. 

Step 

Action 

1 Enter an Attr. Value (the code) and Description for the terms and modes of delivery. 

2 Repeat for each of the delivery terms and modes listed in the task list. 


6.2.11 PO to Requisition Parameter 

Navigate to Agresso Logistics Purchasing Fixed registers System parameters – 

Purchase 

The information from a requisition is transferred to a purchase order either automatically or manually 

and usually after approval. The Requisition transfer proposal (PO19) server process is used to perform 

this transfer and can be run automatically or manually. The way it processes is determined by the 

setting of the system parameter PO_REQ_PROP, which may have one of four values: 

Value 

Description 

0 Requisitions will be processed automatically - no user intervention. 

1 

2 

3 

Requisitions will be inserted into the table PO_REQ_PROP where they may be 

viewed/amended before running the PO18 Confirmation report to generate the 

order. 

Requisitions for non-stocked products will be intercepted, but stocked products 

will continue to be processed into warehouse orders automatically. 

Requisitions will be processed automatically - no user intervention – unless the 

product is classified as a ‘dummy’ product. 

If value 1 is used, the confirmation report PO18 must be run to finally transfer the order. 




6.2.12 Actions 

Navigate to Agresso Logistics Purchasing Fixed registers System parameters - 

Purchase 

Using the PU Core Build Task List, create the product shown in Worksheet 6. Purchasing Setup. 

Check the system parameter. 

Step 

Action 

1 Search for the parameter PO_REQ_PROP. 

2 Enter the order type code in the Value field. 





Testing the Setup 

Create a Standard Requisition 

Scenario: Create a standard requisition using the details in the table below. 

You will need to login as your User you created earlier. 

Navigate to Agresso Logistics Purchasing Requisitions Requisitions - standard 

Field 

Entry 

Requisition Entry Tab 

Supplier 

Product 

ABC Ltd 

Microsoft Software 

Quantity / Price 3 

Price 50 

Product text 

Licences 

Account 3505 

Requisition Number 

Create an Advanced Requisition 

Scenario: Create a two line advanced requisition using the details in the table below. 

Navigate to Agresso Logistics Purchasing Requisitions Requisitions - advanced 

Field 

Product 

Entry 


Quantity 8 

Price 35 

Detailed Information > Product text 

Subscriptions 




Split the cost 50/50 between cost centres 110 and 120. 


Create a Requisition in Web 

Scenario: Create an advanced requisition in Web using the details in the table below. 

Navigate to Procurement Requisitions Requisitions - advanced 

Field 

Entry 

Requisition Details Tab 

Product 

Supplier 


Computers Ltd 

Quantity / Price 2 / 70 

Detailed Information > Product text Quark Express 3.0 x 2 

Save the requisition as a template. Then open it and save it as a complete requisition. 


View Your Requisitions 

Scenario: Use a Self Service enquiry to view the requisitions you have created. 

Navigate to Procurement Requisitions Own requisitions 

Transfer Your Requisitions to Purchase Orders 

Scenario: Run the necessary reports (proposal and confirmation) to transfer your Requisitions to 

Purchase Orders. 

Navigate to Agresso Logistics Purchasing Requisitions Requisitions transfer 

Requisition transfer proposal 




Field 

Entry 

31 Start workflow Y/N 

39 TT Purchase order Purchase Orders 

40 TT Warehouse order Warehouse Orders 

41 Transaction type enquiry Purchase Enquiry 

Save the proposal and then view the PO19 report in the Maintenance of ordered reports screen. 

Navigate to Agresso Logistics Purchasing Requisitions Requisitions transfer 

Requisition transfer confirmation 

Field 

Entry 

16 Start workflow Y/N 

23 Transaction type enquiry Purchase Enquiry 

25 Order type purchase order Standard Order 

Save the proposal and then view the PO18 report in the Maintenance of ordered reports screen. 

View your Purchase Orders 

Scenario: Use an enquiry to view the purchase orders you have created from your requisitions. 

Navigate to Agresso Logistics Purchasing Requisitions Enquiries Requisition 

details 




Create a Purchase Order 

Scenario: Create a purchase order using the details in the table below (i.e. a direct PO, without 

creating a requisition first). 

Navigate to Agresso Logistics Purchasing Purchase orders Entry/amendment of 

purchase order 

Field 

Entry 

Order Tab 

SuppID 

IT Specialists 

Responsible 

Requested by 

Trainer01 User 

Trainer01 User 

Costc 110 

Delivery Tab 

Deliv.method 

Delivery term 

Delivery by Air 

Cost and Freight 

Details Tab 

Product 

MICROSOFT 

Number 2 

Unit Price 20 

Double-click the order row you created. 

4 - Spec Tab 

Account (Analysis tab) 3505 

Description (Info tab) 

“Extra Info” 

Keep [F11] the entry and close the ‘ZOOM’ screen. 

Save [F12] the purchase order. 

Purchase Order Number 




Print the Purchase Orders 

Scenario: Print out basic Purchase Orders that could be sent to the supplier. 

Navigate to Agresso Logistics Purchasing Purchase orders Print purchase order 

Purchase order printout 

Save the order and then view the PO01 report in the Maintenance of ordered reports screen. 

Please note, for this to work, there needs to be an ARC report created. This is not covered on this 

course. 

Receipt a Purchase Order 

Scenario: Use the ‘Goods Receipt’ screen to notify the system that half of an order has been 

received. 

Navigate to Agresso Logistics Purchasing Goods received Goods receipt 

Field 

Order number 

Qty. received 

Entry 

*Search for an order* 

*half the quantity ordered* 

View your Purchase Orders 

Scenario: See how the receipt appears on a PO report. 

Navigate to Agresso Logistics Purchasing Purchase orders Purchase order 

follow up Purchase order details 




About Highpoint 

Highpoint Services is an independent firm of Unit4 Business World (previously Agresso) specialists. 

We provide; solution design, implementation consultancy, training and project management 

services. 

Our ethos is to take our clients on a journey and to provide the best support at each stage of their 

project. 

All of our consultants have contributed to the development of our range of build courses and use 

them themselves. 

In addition our team have used the materials to create a fully working demonstration Unit4 Business 

World environment which is available remotely. This then provides our team with a common 

benchmark against which to test and evaluate issues and help to quickly provide fully documented 

solutions for our clients. 

The combination of our consultants, our build materials and our demonstration system mean that we 

have possibly the most effective implementation solution that is robust, consistent and will facilitate 

excellent knowledge transfer to your project team. 

We also provide a full communications service to support your project from inception, through 

development, testing, training, roll out and business as usual. All of which is mapped to the Unit4 

Implementation Methodology, providing effective knowledge transfer to all stakeholders throughout 

your project. 

Mapping training delivery to the implementation process 

Phase 

Implementation 

Training Sales 

Process 

List of Modules 

Purchased 

Programme 

Kick-off 

Analyse 

Modules 

Purchased 

Training 

Needs 

Analysis 

Workshops SDD Build IST UAT Finalisation Implementation 

Familiarisation 

training 

Build 

Training 

UAT training 

EUT 

Training 

Business as 

usual 

On-going 

requirements 

Highpoint are proud to be the only approved Unit4 Training Partner in the UK. This means that we 

are best placed within the Partner network to provide holistic, robust and tested solutions. We are 

also an approved Unit4 Consulting Partner. 

To find out more about Highpoint and the services we offer, please visit our website www.highpointservices.co.uk 

or telephone 01225 326409. Our office is in Bath and the address is 2 Wood Street, 

Queen Square, Bath. BA1 2JQ.

280582 M5 Dec 2015 CM Procurement ET NEW

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