Corero

How do I access Corero?

Logging in to Corero

Budget Holder Statement

My Requisitions

Trouble shooting - I cannot "submit requisition"

Approving Requisitions

Approving Invoices

How do I access Corero?

There is an icon on the home page of the Extranet. Alternatively, you can click <Here>

Logging in to Corero

Your login name will in most cases be the same as your email address i.e. surname followed by first initial. Initially you will not have a password but will be asked to provide one.

Once you have logged in you will see the following main menu:

You may not have all of these menu items depending on your security setup but they do the following:

Menu Item

Budget Holder Statement

My Requisitions

Archived Requisitions

Budget Holder Requisition Approval

General Requisition Approval

Invoice Approval

Refresh Departments

Change Password

Logout

Purpose

Shows a report for your department. Budget holders can drill down to see transactions and copy invoices here

The starting point for creating a new requisition and for monitoring current requisitions.

Shows old requisitions that have been received and paid for

Allows a budget holder to approve or reject requisitions

Finance Office use only

Used by a budget holder to approve material differences between Purchase Order and invoices.

Finance Office use only

Change Password

Use to leave the system, although closing the browser window will do the same

Budget Holder Statement

When you click this menu item, you will see the list of departments you are authorised to view

Clicking one of these will take you to this report:

This will show you details of your accounts, broken down into the broad groupings of Income and Expenditure. The figure in the bottom right of the screen is the remaining budget (negative if overspent). If you do not have either a budget, orders or actual spend against a line it will not show.

If you click on the Actual field you will get details of transactions which have been applied to this account.

If you navigate using the commitment column you will get details of outstanding Purchase Orders and requisitions.

My Requisitions

When you click this menu item, you will see detials of any current requisitions you have placed and be able to place new requisitions.

The status column lets you know the status of current orders and is usually self-explanatory. The status will read

‘Unsubmitted’ – this means the requisition has not been submitted for approval.

‘RQBudgetHolder Approval’ – this means the requisition has been submitted for approval by you, but not yet approved.

‘Fully Approved’ – your requisition has been approved by the Budget Holder, but the order has not yet been sent.

‘Order Created’ – the order has been sent to the supplier.

To raise a new requisition simply click on the New Requisition link in the middle of the screen above, you will be presented with the following screen:

Each requisition needs the following information

Supplier- The code of the supplier who will supply the goods. Please use the search button to locate the correct code

Deliver FAO- The person you wish the goods delivered to. This defaults to yourself and controls the delivery address on the purchase order

Cost Centre - Who will be paying for the goods/services. You will only be allowed to raise requisitions against your department(s)

Reason for Requisition - Optional, but will be seen by anyone who has to approve this requisition

Notes - Optional, these notes will be seen by anyone who looks at this requisition. Specific notes for the Finance Office when creating a purchase order can also be put here, for example, “Please fax order to …”or “Please email order to ….if there is a specific number or address that the order needs to be sent to. Email addresses for most companies are already loaded on the system.

Press the search button to select the supplier. You will see the screen below:

You can use the boxes at the top to search for a particular supplier. Typing in the start of the name or address and clicking the by that field will narrow the selection. To place an order with Merseyside Paper Supplies type MER in the Supplier Name box and click . You will see this page.

Click on the company and this screen will appear:

Select Cost Centre (Department) and add Reason for Requisition and notes if necessary. Once this information is complete you can press the Add button at the bottom of the page. This will take you to the following screen which allows you to add the first line to your requisition.

You need to select a Product Code, which, for departmental purchases, will be E1907 Educational Materials. Admin staff will be aware of the codes to be used for the accounts they place orders for. Either scroll down to E1907 and click it or type E1907 in the Product Code box and click the magnifying glass icon and then click the line E1907 Education Materials. Either way will result in this screen.

Enter the quantity, unit price, catalogue number and the full description of the items. Please write the description exactly as it is described for example ‘Bic Cristal medium Black’ not ‘Pen’.

You can amend the VAT as necessary, but don’t worry if you are not sure, it will be amended by the Finance Office, if needed, when the order is created. When you have entered the required details press Add.

You will then see a copy of your requisition:

If you wish to add another line to this order, click Add Line and proceed as before.

When all the goods required have been added, press the Submit Requisition link and the requisition will be sent for any approval required. In general a requisition

needs to be approved by the budget holder and be within budget.

Once approved, the requisition will be turned into a Purchase Order by Finance Office Staff.

Trouble shooting - I cannot "submit requisition"

If you cannot submit a requisition there is usually a problem with it. More often than not, the supplier quoted does not exist or has been omitted (see RQ2360 below). The system will not let you forward it for approval until a valid supplier is selected.

To rectify this please click on the requisition; this screen will be displayed. Select Edit Header Details

This page will be displayed, click Search

Select the supplier in the usual way

Click Amend on the screen below

You will then return to the My Requisitions screen below.

Click on the requisition and this page will appear.

Select Submit Requisition

Your requisition has now been submitted for approval as shown above in the Status column.

Approving Requisitions

If a requisition requires your attention you will be sent an email asking you to log in and approve it. This email will tell you what action is required. As a budget holder you will generally need to go to the Budget Holder Requisition Approval menu item, where you will see a screen similar to this one:

You have a few things you can do here. Clicking on the department code will take you to the Budget Holder Statement for this department. Clicking anywhere else on the line will take you to an enquiry view of the requisition where you can see details of the items on it:

At any point, clicking on the Approve or Reject buttons will perform an action. You may have different actions depending on what you are being asked to do.

Approving Invoices

When an invoice is posted by Finance it will be matched to a Purchase Order. The system will send the invoice to the person who ordered the goods to ask if they have received them. Assuming that they have it will then look to see if there is a variance between the prices ordered and the invoice and if there is a material difference it will send the invoice to the budget holder for further approval. Finance will be notified of all large variances or if no PO was raised.

The approval works in the same way as approving requisitions. You will receive an email asking you to log in and what you need to do. If you were asked to confirm receipt of goods you would see the following screen:

Clicking on the Blue System Ref will give you a copy of the invoice as scanned by finance, clicking on the line will give you details of the good/services:

Clicking on the actions will move the invoice on. Only once an invoice has been fully approved can it be paid.

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