Supplier Setup Process

Supplier Setup Process

There are 3 offices involved in the Supplier Setup Process i.e. Procurement and Contracts Office, Head of Insurance Services, and Accounts Payable.   On this basis, please allow 4-8 weeks processing time for applications.

All payments to 3^rd parties must be processed through Agresso – therefore the New Supplier Setup needs to be undertaken in advance of making any financial commitment therein.

Where a financial commitment has already been made to a supplier in advance of completing the PO/Invoice process – this is a clear BREACH of QA100 Procurement Policy will be reported to the relevant UMT member.     In this case, the Procurement & Contracts Office will not approve the supplier setup as the “sourcing” element is now redundant and the Form will be sent to Finance for further review.

Changes to Existing Agresso Suppliers

For an existing supplier already on Agresso a New Supplier Setup Form would be required when there is:

·         a new VAT number/Tax reference number; 

·         when an existing entity based abroad registers for VAT in Ireland/another country;

·         a lack of activity on a supplier account for a long period of time and it may be closed/parked on Agresso.

New Supplier Setup Process Map PDF

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 There is an onus on budget-holders (and other relevant employees that request the set-up of new suppliers) to ensure that the information provided by themselves and the supplier is accurate and sufficiently complete and informative. 

Also, in advance of requesting a supplier to be set up, the budget-holder/requestor should ensure that:

(a)   there is no centralised contract already in place for the particular goods or services required.   If there is, the budget holder is obliged to use a contracted supplier
(b)   an alternative supplier does not already exist on the supplier database

 When requesting the set-up of new suppliers (of goods/services), the steps involved are as follows:

1. Budget Holder downloads a New Supplier Setup Form from the Procurement Website link: http://www.universityofgalway.ie/procurement-contracts/templatesforms/  * A short 7 minutes video providing guidance on completing this new supplier set up form is available below. 
2. Budget holder issues form to potential supplier for completion of Part A and B. All forms must be completed in typeface.
3. On return of completed form from supplier, Budget Holder reviews supplier information to ensure all information is completed.   Budget Holder then completes Part C , including a DETAILED DESCRIPTION of the purchase requirement. Please note certain regulations apply when setting up individuals.   (Please visit the Financial Accounting website for more information)
4. When Part A, B and C are fully complete, the Budget Holder  emails the form in Word format to newsuppliers@universityofgalway.ie for review and electronic signoff.   

• If the Form has been fully completed and all of the responses are in line with expectations, then the Form will be approved by Procurement and forwarded to the Accounts Payable Office.   This concludes the role of the Procurement and Contracts Office in the process.     
• If there are any issues in relation to the Insurances, then Procurement will forward the Form to the Insurance Office for review.  This concludes the role of the Procurement and Contracts Office in the process.  Once all Insurance matters have been addressed, the Head of Insurance will forward the form to Accounts Payable for processing. 

1. On receipt in the Accounts Payable Office, and assuming all is in order, the form will be countersigned by a senior member of the Expenditure Office team.
2. The Accounts Payable Office will set up the supplier account on Agresso for successful applicants. 
3. Once the supplier is setup, the purchaser must raise an Agresso purchase order, and issues to the supplier to confirm the order. 
4. On delivery of the order, the purchaser GRN's the purchase order on Agresso to confirm receipt.  
5. The supplier submits an Invoice (matching the purchase order)  to supplierinvoices@universityofgalway.ie.   If the GRN has been completed, Accounts Payable can process the invoice for payment.   

Setting up suppliers for paying Conference Registration/Professional Memberships

Should you need to setup a supplier for the purpose of paying a conference registration fee or professional membership, Accounts Payable manage this process directly using a separate setup form.   Please use the Tier 2 Supplier Setup Form - Non Procurable available on Forms.   Once completed, the Tier 2 Supplier Form is submitted  directly to Accounts Payable for processing. 

Setting up Individuals

Should you need to setup an individual as a supplier, additional information is required on the background to the request.   The requestor must review the information provided on the Financial Accounting website prior to engaging the individual.      A one page checklist is provided which must be completed in all cases for individuals.   The checklist, along with supporting documentation to confirm that the individual satisfies Self Employment, should be submitted with the Supplier Set Up Form to Accounts Payable for review.

Guidance Video