Sales Order Process

Please see below the process for raising Sales Invoices to Customers and the associated
training videos and manuals. The relevant Agresso access will be required for this process. Please
contact the Agresso Support regarding access.

SALES ORDER PROCESS

1. Sales Invoices that are sent to Customers must be raised though the Agresso Web version
as a Sales Order.
2. Once a Sales Order is raised it must be approved (each Cost Centre has their own approver), once
approved the Sales Order will convert into a Sales Invoice overnight.
3. The Sales Invoice is sent out to the Customer by Sales Ledger (finance-commercial@glasgow.ac.uk) section
within the Finance Office.
4. When the order has successfully converted into to a Sales Invoice a copy can be printed if required.

   SO_Workflow 

 See video and training manual for Raising Sales Orders                                                        

Sales Order Video Example
This video will show the user how to raise Sales Orders with existing customers. The user will
need to know what Sales Order Product to use. The Product Code defines the type of income being
generated and is linked into the VAT code and Account codes for reporting purposes.  Only certain
certain account codes can be used against certain sub-projects.
 
‌Sales Product Codes (Updated 10th Jan 2020) will show you the Sales Product Code to be used and the related
Income Account code.

The user can also run the following enquiry to check their Sub-project cost classification code:
(Enter your project code in the field required)
- Web Version enquiry

 - Back office enquiry

Once you know your cost classification you can see a list of account codes to be used for the 
required sub-project and check the Sales Product Codes for the related Product codes

Cost Classification   Account From Account to
 200/300/320/400/600/700/701/702/703/801 41000
41411		 41399
41999
310 - Only the following Account codes should be used 41400 41410
800 - Only the following Account code should be used 41900 41900

100/110/120/130/140

Any Sub-Project with this cost Classification the Sales
Order should be raised by the Research Section

*Only the following Account codes can be used for
raising Sales order for Research Sub-projects. Sales
Product codes SALES272/SALES273 (Research -
Conference Incomecan be used outwith the
Research section.

42100



42135

42999

 

 
42136 

150 - Sales Orders should NOT be raised.

    
500/501/520/521/522/523/524/530/540/550/551/
552/553/554/560/561/565/566/570		 43100 43799
 710/711 44100 44299

 
Sales Order Manual SOP1
Printing a Copy of the Sales Order via Web
Printing a Copy of the Sales Order via Back Office		 SOPWEB6
SOP6
 See training manual for Adding Customers onto Agresso                                       

This is specifically for a customer which will be used more than once. A new customer 
must be set up for customers out with the UK whether for one off invoices or multiple invoices per
customer.

If any existing Customers details need to be amended please contact the Sales Ledger section
(finance-commercial@glasgow.ac.uk) to make the required change.
Adding a new Customer Manual SOP4
See training manual for Raising Credit Notes                                                           

This manual will show the user how to raise a Sales Credit note to refund a customer or correct a 
Sales Invoice already raised. The user will need know what Sales Order Product to use. The
Product Code defines the type of income being generated and  is linked into the VAT code and 
Account codes for reporting purposes.

Approval process - The Approval process for Sales Credits will require the Sub-Project approver to
Approve the Sales Credit Note.  

Sales Product Codes (Updated 23/03/2018) Sales Product Code to be used and the related
Income Account code.

Please see a list of Sub-Projects and Account codes to be used:
‌

The user can also run the following enquiry to check their sub-project cost classification code:
(Enter your project code in the field required)
- Web Version enquiry

 - Back office enquiry

Once you know your cost classification you can see a list of account codes to be used for the 
required sub-project and check the Sales Product Codes for the related Product codes. 

Cost Classification   Account From  Account To
 200/300/310/320/400/401/600/700/701/702/703/704/
765/800/801		  41000  41999
 100/110/120/130/140
Any Project with this cost Classification the RSO Team
Section should raise the Sales order.		  42100  42299
150 42150 42151

401/500/501/520/521/522/523/524/530/540/550/551/
552/553/554/560/561/565/566/570

  43100  43799
710/711  44100  44299
800  41900  
801 41100-41399 41500-41899

 
 Sales Credit Note Manual  SOP2‌
 Printing a Copy of the Sales Credit Note  SOP6

Full Sales Order User Manual by all Sections
Please make a selection from the list below:

  Web or
Back
Office		 Manual Video  Updated
Raising a Sales Order‌ WEB SOP1  Sales Order Video‌ Jun 2015
Raising a Sales Credit   WEB SOP2   Jun 2015
Cash Sales - Recording Cash/
Cheque/Credit Card Sales
This is only for specific departments
and must be approved by Accounts
Payable section before using this
process.		  WEB SOP3   Jun 2015
Adding a New Customer  WEB SOP4   Nov 2017

Sales Orders/Sales Credit

Approval Process

  WEB SOP5  Sales Order Approval Video Jun 2015
Printing a Copy of Sales Invoice/
Sales Credit Note 		   Back
Office		 SOP6   Jun 2015
Workflow Enquiry - Sales Orders/
Sales Credits		  WEB

SOP7

 

   Jun 2015

Closing Sales Order or Credit Note
after it has been rejected 

  WEB SOP8   Jun 2015

Invoice Payment Position Enquiry -
Can be used to check if an invoice
has been paid

  Back
Office		 AR1    
Financial Coding   APPENDIX1‌   Jun 2015
Agresso WEB Menu  WEB APPENDIX2   Jun 2015
Agresso 564 Menu  Back
Office		 Appendix564   Jun 2015