FAQs

ACCOUNTS PAYABLE FREQUENTLY ASKED QUESTIONS

How do I check the status of an Invoice on Agresso

Follow Agresso Menu (see below)

Log on to Agresso. Go to the Reports / Accounts Payable and click on Invoice Payment Enquiries.

A = Invoice has been registered on Agresso and is out with relevant Unit awaiting approval

B = Invoice has been approved for payment to be included in the next scheduled payment run (lack of valid Tax Clearance Certificate may delay payment)

C = Invoice has been paid

None of the above:  Invoice hasn't been received by the Accounts Payable Office so please arrange for the supplier to email PDF Invoice(s) to SupplierInvoices@nuigalway.ie 

How do I check if a supplier is set up on Agresso

Follow Agresso Menu (see below)

When are payments made to suppliers?

NUI Galway pays its suppliers fortnightly by EFT (electronic funds transfer).  

Schedule of Payments for 2024

With invoice scanning now in place, the majority of Supplier Invoices must be approved on line via Agresso tasks.  It is the Budget Holder's and Nominee's responsibility to ensure that these tasks are actioned and invoices approved in a timely manner.

What procedure must be followed to ensure timely payment of invoices?

On satisfactory receipt of the goods/services you have ordered by way of web ordering, log on to the Agresso system and create a goods received note (GRN) for the items received. Supplier to forward relevant invoice to Accounts Payable office for processing by emailing pdf invoice to SupplierInvoices@nuigalway.ie.  

With invoice scanning now in place, the majority of Supplier Invoices must be approved on line via Agresso tasks.  It is the Budget Holders and nominees responsibility to ensure that these tasks are actioned and invoices approved in a timely manner.

I need to arrange payment of a Supplier Proforma Invoice?

In general, the policy of the University is to pay invoices on the satisfactory receipt of the goods or services ordered. In circumstances where the Supplier refuses to deliver the goods/services until payment is made, a Proforma Invoice can be paid. Please include a note in the workflow comment  acknowledging the Budget Holder’s acceptance of the risks in making payments in advance of receiving goods/services.

I need to pay a supplier urgently, can this be arranged?

All invoices are paid in accordance with our payment schedule so please ensure prompt approval of invoices.

I have received an Information Invoice from a supplier, what do I do?

The University does not pay on “information invoices”. You need to request a regular invoice from the supplier.

I need to get copies of invoices, can you arrange same?

Invoices are available for viewing/copying within the Agresso Financial Management System.  Login to Agresso, locate your transaction and the invoice image is available by double clicking on the transaction line.  Older invoices are in storage so check with us prior to your request.  During this pandemic to obtain invoices located on campus which cannot be accessed currently, please contact the Supplier directly for a copy invoice.

I have received an invoice from another NUIG Unit for services provided. How do I deal with it?

This must be forwarded to income@nuigalway.ie  

I need to get a supplier set up on Agresso, what do I do?

‌Further information on the Supplier Setup Process and access to the Supplier Setup Form can be found https://www.universityofgalway.ie/financialsystem/suppliersetupprocess/

How do I log on to Agresso?

The address for the login page is:  https://agresso.nuigalway.ie/

How do I get information on Tax Clearance Requirements as an error has appeared on screen while entering a requisition?

The financial system now warns requisitioners if there is an issue with a supplier's Tax Clearance Cert.  This prevents issues at payment stage.  The system will not stop the requisition being saved, it is a warning/information box only.

The requisitioner should notify the supplier accordingly to ensure prompt payment.  See information regarding Tax Clearance Requirements

I have received a requistion tax error, what does this mean?

Tax/VAT Codes are now checked at procurement (requisition entry) stage upon clicking Save.
If an incorrect Tax/VAT Code is entered for one or more line items in a requisition, it will not enter workflow for approval or generate a PO.

Instead the requisitioner will get a workflow task titled requisition error in their task list. The requisition should be amended with the correct Tax/VAT Code.
Tasks are located top right of the web screen and will have an indicative number of the tasks shown

What is funds checking?

Budget Availability/Funds Checking
Funds are now checked at procurement (requisition entry) and expense claim entry stage upon clicking Save.

If there is insufficient funds in the cost centre being charged, the requisition/expense claim will not be saved and on screen message will appear, advising a funds check error. 
If there are sufficient funds the requisition/expense claim will be saved and a commitment is created against the cost centre(s). 

Total commitments on a cost centre include expenses, requisitions, purchase orders (POs) awaiting Goods Received Notes (GRN), purchase orders (POs) awaiting invoices.  
To check available balance or commitments, users with the required access can run the relevant web reports for Recurrent Cost Centres (D*) and Research Cost Centres (R*). 

If you receive a Budget Exceeded Workflow Task the following must be completed in a timely manner.

(i) Review your open commitments to ensure there are no open/rejected requisitions, purchase orders or expense claims that are no longer valid. Where you come across incidences of such items that should be closed.

(ii) Contact your College Management Team (including College Finance Managers) to request a transfer of funds so that the budget is increased to accommodate the extra spending.

How do I close an active requisition that is showing up as a Commitment on my cost centre but is no longer valid?

Select Open in the Requistion Standard Screen.  Enter the number of the requisition and click on search.  Click on the row returned and this will display the requisition details.  Change the status of the requistion to closed and it will be removed as a commitment.‌

How do I cancel a Purchase Order?

Send an email to CancelMyPO@nuigalway.ie requesting the PO to be cancelled giving reason for same. 

If a PO to be closed has a Goods Receipt (acknowledging receipt of the goods) completed in error, the GRN is a commitment and this remains against the budget. The Goods Receipt should be reversed by entering -1 against the PO via Goods Receipt screen, effectively returning the goods, before submitting the request to close.

Please note University Policy is such that a GRN should only be completed when goods are received.

I need to amend my PO, what do I do?

Accounts Payable Office does not amend POs. You need to arrange for the incorrect order to be cancelled by way of an email to CancelMyPO@nuigalway.ie and raise a new PO with the correct information.

I wish to arrange an honorarium payment, what do I do?

The University no longer processes honorarium cash payments to individuals where no monetary fee has been requested. If a unit wishes to provide some token of thanks in recognition of a person’s time, we suggest a gift from the NUIG gift shop.

Please bear in mind at all times that if an individual is expecting a payment from the University, then any payment due will have to be processed either through the Accounts Payable Office (with an Invoice) or via the Payroll Office (PAYE System) depending on the service being provided.

I need to arrange a payment for a “once off” lecture, what do I do?

See here recent updates from Revenue. 

I need to arrange reimbursement of expenses to a Non-NUIG Staff member, what do I do?

A  must be completed - typeface only.
When complete, please arrange to email to NonStaffExpenseClaims@nuigalway.ie  for processing by Accounts Payable.   All claims to be approved by Budget Holder or Nominee.

E-Invoice Approval Quick Guide

E-Invoice Approval Quick Guide

Disputed Invoices

Where a School/Discipline/Unit has a dispute in relation to an invoice or delivery, the unit which has made the purchase should contact the supplier directly to raise the query.

Do I need to raise a Purchase Order for DHL invoices?

There is no requirement to raise a PO for DHL invoices. However, budget-holders must input a valid University of Galway cost-centre into the shipper reference field at the time of booking courier services with DHL.

Can I use Club Travel to Book travel and accommodation for External Examiners (EE)?

Yes you can now use Club Travel to book travel and accommodation for External Examiners. This must be done on behalf of the EE.
For further information please see following link. https://www.universityofgalway.ie/accounts-payable/p2pfaq/nonpofaq/