Sales Order Process User Guide
Sales Order Process User Guide
Contents
1. Sales Order Process Flowchart ...................................................................................................................................... 2
2. Get Started ................................................................................................................................................................... 3
3. How to check if a Customer has a valid ID ................................................................................................................... 4
4. How to Set Up a New Customer .................................................................................................................................. 7
5. How to raise a Sales Order ......................................................................................................................................... 12
6. How to raise a Credit Note ......................................................................................................................................... 17
7. Rejected Sales Orders, Viewing Documents, Clearing Internet History (Cache) ....................................................... 18
Rejected Sales Orders ...................................................................................................................................................... 18
How to View Documents Sent Out with an Invoice ......................................................................................................... 18
How to Clear Internet History (cache) ............................................................................................................................. 18
8. How to Check the Status of your Invoice (Workflow) ................................................................................................. 19
9. How to check if the Sales Invoice has been paid ........................................................................................................ 23
10. Useful Information (Sales Tax Codes), Enquiries, Tips & Contacts ........................................................................... 24
11. Current List of Product Codes ................................................................................................................................... 26
Version 1.2
July 2020
Rekha Mistry
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1. Sales Order Process Flowchart
No
User Checks
Customer
Exists
Complete
Customer Set
Up Form
Yes
Reject
OK
Reject
System
Checks User enters Sales
Order details
Reject
Reject
Reject
Reject
OK
Reject
Reject
OK
Credit Control
Credit Control
Check On screen
Credit Note
Check
validation
OK
OK
Invoice
Customer Auto
Created
Auto check –
HoS/HoD
single company
Approval
OK
Credit OK
Email to User
Control Reject >£250
Check
Auto check – customer No
PO required
HoTS
Approval
OK
VAT Team
Check OK
Auto check – VAT
coding
OK
Reject
OK
Figures
posted in
Agresso
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2. Get Started
Log into Agresso Self Service.
This is the main menu screen after logging into Agresso Self Service.
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3. How to check if a Customer has a valid ID
It is also possible to search for a customer at the sales order stage (see page 12 – How to raise a Sales Order).
You have the option of either clicking the button against the associated fields to obtain the Value lookup or, enter a value in
any of the fields and clicking the Search button. When searching, the wildcard * can be used.
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There may be more than one option available under the same Customer ID if the contact details differ.
You require Leeds Beckett University, Accounts Payable. You will need to select Customer ID 23141 where the contact is
Accounts Payable.
Customer – shows customer name and ID number, classification, VAT details and short name.
Contact Information – shows the address and contact. There may be multiple lines in the address if more than one
contact exists.
Invoice – shows the payment terms, currency & credit limit.
Payment – shows the method used by the customer to settle the sales invoice. Usually by BACS or Cheque. You will find
the status of the customer here. It must be “Active” to be able to generate a sales order.
Relation - holds rules and information applicable to the customer for Finance use.
Action overview – shows any memos/letters sent to the customer. Usually relate to overdue payments.
Customer Credit – view of this tab is dependent on your access rights to the system. It shows any credit check details
carried out for the customer.
Student Record – view of these tabs is dependent on your access rights to the system. If the customer is a student,
these tabs will be more relevant.
Personal – student name, data, course details, status history & debtor history.
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Course – course details, including dates, department and school.
Billing – details if student is classified as a “Bad Debt Student” and the history relating to the bad debt.
If you are able to find and select the correct customer, take note of the customer ID and proceed to raise a sales order, (see
page 12 – How to raise a Sales Order).
If you have found the customer but the contact details differ, please contact customermasterdata@reading.ac.uk or ext. 8109 to
discuss the changes required. This is also the contact for customer detail amendments and queries.
If you can’t find your customer proceed to How to set up a new customer, see page 7.
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4. How to Set Up a New Customer
If you have searched for a customer and are unable to find it, you will need to complete a Customer Set Up Form.
Entry Requirements
Form ID - leave this field as it is. Once the form has been approved this will be populated with the Customer ID number.
Form Description – enter the name of the new customer here. This field can be used in whatever way you find most
useful. It will appear as a column on the in the Customer Form Status Enquiry (Reports>Sales Orders and Customer
Enquiries) under the column heading Personal Form Ref.
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The Other details section should be completed as noted below by the numbers against each field.
1 Customer Name – enter the legal entity name or full trading name here (to include plc or Ltd).
2 Customer Category – select a category from the drop down list:
4 Length of Contract (mths) – select the length of the contract if one exists.
5 EU VAT registered (N/A UK) – check this box if the customer is EU VAT registered. The VAT team will require
confirmation from the end-user that they have checked that the customer is NOT EU VAT registered. Once you have
completed the Customer Setup form you will be provided with a Form Number. Send an email to the VAT team where
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the subject is “Customer Setup Form Number XXXXX”, replacing the X’s with the form number provided to you,
informing them that you have checked that the customer is NOT EU VAT registered. This will avoid time delays in the
VAT team requesting this email following submission of the set up form. Should you have any queries please contact
the VAT team (see page 23 – Useful Contacts).
6 EU VAT reg no (N/A UK Co) – enter the EU VAT registration number of the customer here should they have one. The
VAT team will check the number the customer has provided to you, to a website they have access to. Should you have
any queries please contact the VAT team (see page 23 – Useful Contacts).
8 Customer Group – select the group from the drop down list. There are 2 options; Other & Staff.
9 Article 151 Customer? – if your customer is based in Europe and has supplied you with evidence that they are eligible
for zero rating (VAT) UNDER Article 15.1 of the Sixth Directive, check this box. Should you have any queries please
contact the VAT team (see page 23 – Useful Contacts).
10 Charity Number – if the customer is a registered charity, enter the Charity Number here.
13 Amount of Credit – enter the amount of credit the customer is allowed to have. To determine the amount you should
consider if this is a one off or repeat sale and the length of the contract. This will assist the credit control team in
establishing if the requested amount of credit is appropriate. If it is deemed not to be, you will receive a task via the
workflow giving the reason why. You may need to request prepayment at this stage.
14 PO is required – select yes or no depending if the customer requires a Purchase Order number to be quoted on the
sales invoice. It is best practice to have a PO number quoted.
AP Address
You have the option to add more invoice addresses per customer. For example, if you need to send the invoice to one address
but statements &/or reminders to a centralised accounts payable department address.
There must, however, be a ‘General’ address set up for each customer. This is where your invoice will be sent. For larger
organisations, this tends to be the customers’ Accounts Payable address.
The General address must be set up as position 1. No more than one General Address can be added.
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Entry Requirements – please complete the fields as noted below by the number against each field.
1. Address Type – select the address label based on information provided above. Options available are:
2-5. Address 2 – 4 – populate address details using only the number of fields required.
The Credit Control Only Section (below) is for Finance Use only.
To Complete
On completion, you have the following options available, as noted below by the numbers against each field;
Rejected Requests
If the request is rejected, an email from “AgressoHelp” will be sent to you and you will be tasked via workflow to update the
form advising of the reason for rejection.
Make the correction, save and click on resubmit the form or reject to remove the request from the workflow tasks list.
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Checking Status of Customer ID
You are able to check the status of the request for a new customer as follows:
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5. How to raise a Sales Order.
Log into Agresso Self Service. Select
Customer and sales>Sales orders
option.
Please complete the fields as noted below by numbers against each field;
1. Customer – enter the customer ID. If unknown, follow the steps on see page 4 – How to Check if Customer has a Valid
ID. Alternatively, click on to create the Value lookup dialog box and enter the search criteria.
Tip: this will search in all fields and can be narrowed by entering a value and using wildcards * in the blank fields below
the column headings.
If searching, click on the Customer ID. This will return you to the sales order tab where the customer ID and address will be
populated.
2. Order Type – this will default to Print Invoices. No other options are available.
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3. Status – the following options are available using the drop down:
To invoice – this is the default setting and is required if the sales invoice is to be generated.
Parked – select if the order remains incomplete. It can be changed to To Invoice once completed.
4. Sales Invoice Preparer – this will default to your name. The option to select another preparer is available from the drop
down list however, if you are generating the sales order it should be left with the default name.
5. Contact Name – if you require somebody other than the Sales Invoice Preparer to deal with queries, please select their
name from the drop down list against this field. The contact name in the drop down will only appear if the contact have
an Agresso ID which is linked to the Sales Order Process (SOP). Please contact financial-systems@reading.ac.uk if you
need this enabled for anyone not appearing on the list.
6. Customer Order No. – it is best practice to obtain a purchase order (PO) number from your customer to quote on the
sales invoice to avoid any delays in payment. The purchase order number must be entered in this field. This can be
replaced with a customer contact name if a PO number is not provided.
7. Invoice Description – enter a brief description for the sales invoice here. This will appear on the invoice.
8. Currency – select the currency of the sales invoice. The can be used to search for currencies. The exchange value to
GBP will be determined by the system currency exchange rates.
9. Payment terms – this will default to 30 days unless you select other terms using the drop down options.
10. Delivery/Tax Point Date – the delivery and tax point date will default to the order (today’s) date. The tax point date will
need to be overwritten if the goods were delivered or the services completed more than 14 days before the sales order
is raised, or payment received in advance. In this case the tax point date should be recorded as the earlier of the two
dates. Rules are different if there is a supply of a continuous service or deposits. Please consult the VAT team at
vat@reading.ac.uk in case of doubt.
11. - supporting documentation can be attached by clicking this button in the top right hand corner of the screen. You
may wish to add a copy of the purchase order relating to the sales invoice request or a contract. These documents must
be saved in a folder on your computer.
Order Lines
Order lines are required for the University to be able to monitor and report on the products we are purchasing.
Please complete the fields as noted below by numbers against each field;
1. Product – the product code consists 1 alpha followed by 4 numbers (Sxxxx). To select, simply type a description of the
goods/service to be supplied and a drop down list will appear. For example, for consultancy, type “con”. Alternatively,
select to create the Value lookup dialog window where searches can be made using wildcards *. A list of current
codes is available on page 25, Sales Order Codes.
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Please take time to choose your product code carefully. This is a key element of the VAT validation process and should it not
be the correct one, you will be notified by the VAT team via workflow and will need to raise a new order.
2. Description – the description will default to the product code selected. You may amend the text in this field. This text
will show on the sales invoice and be recorded against the income transaction in U4BW (Agresso Back Office).
3. Quantity – enter the quantity supplied here. The quantity for Services will always be 1.
4. Price – enter the price per unit, excluding VAT.
5. Curr. Amount – will be calculated by multiplying the quantity with price and displayed in this field.
6. Add – click to add additional products within the same sales order.
7. Delete – a populated product line can be deleted completely by selecting the line and clicking the button.
8. Reset – to reset existing order lines, select the line and click reset.
9. Park – to park existing lines, select the line and click park.
10. Close – to close existing lines, select the line and click close.
11. Terminate – to terminate existing lines, select the line and click terminate. This terminates the selected order line only.
The status against this line will change to Terminated (T) and will not appear on the sales invoice.
12. Search Products – can be used to search for Products and codes without the use of wildcards. Note that the results
generated currently include product codes for both P2P (3 alpha digits) followed by the SOP product codes (1 alpha
followed by 4 numeric). If you select a P2P product code, the code will be rejected and a warning message will appear.
Click on the double downward facing arrows to generate the Product text
box.
Enter additional product information here. You are allowed 8 lines, 50
characters per line (carriage returns count as one line). Anything above
this allowance will create a second page of the sales invoice.
Useful information to add includes:
Product details:
Date of supply:
Your Ref: (name/phone number/email address)
GL Analysis
The codes selected here will determine where the sales invoice amount (income) is recorded within the financial accounts of
your school/service.
Please complete the fields as noted below by numbers against each field;
1 Acc – (Account Code) enter the 4 digit numeric account code. It can be searched using the Value lookup button .
2 Costc – (Cost Code) this will default once the Project code is entered as each Project code is unique to a Cost Code.
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3 Project – (Project Code) enter the 8 digit, 1 alpha followed by 7 numeric, project code. It can be searched using the
Value lookup button . Once entered, the Costc field will default. Project codes are linked to companies. The company
determines which sales invoice template the system selects
4 Co – (Company) this is a fixed field which will default to the company you are generating the sales order in.
RU = University of Reading
HC = Henley Business School Ltd
TVSP = Thames Valley Science Park
5 Tax Code – enter the tax code. It can be searched using the Value lookup button . Please see page 23, Useful
Information for the list of VAT codes. Should you require clarification of the tax code to use please contact the VAT
team at vat@reading.ac.uk
6 Tax System – a fixed field which will state if the tax (VAT) is recoverable or irrecoverable. This will be determined by the
project code used.
7 Percentage – represents the % of the total income that will be allocated to the project can be entered here. The % may
be split if you wish for it to be posted to various project codes. (see point 9 below).
8 Amount – will be based on the percentage entered and will be the net amount posted against the transaction in
Agresso.
9 Split Row – allows you to split the GL Analysis row if the income is to be split across multiple project codes. Enter the
project code and percentage.
A customer ID may have multiple Invoice Addresses attached to it. To ensure that the correct invoice address and contact details
appear on the sales invoice, select tab Invoice Address. The following window will appear:
Use the drop down against AddressID to select the address and contact details for the invoice.
If the customer exists but the contact details differ, please contact customermasterdata@reading.ac.uk to request an addition
or change existing details.
Tip: the address in the Sales order tab will not change and will default to the General Address set up for the customer you have
selected. The AddressID selected will determine the actual contact details, including the email address the sales invoice will be
sent to despite not being able to see it in the Sales order tab.
To Complete
If you wish to add any attachments to the Sales Invoice, for example, copy of the purchase order or contract, you may do so by
using the button which is located in the top right hand corner of the screen. You will need to have saved the document in a
folder you have access to in your computer.
After entering all the information required, click the Save button. This will generate a sales order number for your reference.
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You may see a Credit Warning appear but it will not stop you raising an invoice. The figure shown
represents the following for the customer;
Credit Limit less the Sum of Orders being Processed plus Overdue Outstanding Debt
Should you have any concerns about the credit limit or the outstanding debt of a customer please contact
creditcontrol@reading.ac.uk. Any unpaid invoices will be recorded as an outstanding debt against the schools/services financial
accounts.
If the customer has subsequently ceased to trade or goes into liquidation, credit control will manage the debt.
The sales order will now enter a workflow (see page 2, SOP Flowchart) where various validation checks will be carried out
including the tax code used. If there are any issues with the sales order, you will be notified via workflow so that you may
amend, update or cancel the order. You will receive an email notifying that there is a task awaiting your attention in Agresso Self
Service.
If all is fine, you will receive an email with a copy invoice attached as will the person on whose behalf you have raised the invoice
if you added another member of staff’s name at the order entry stage. A pdf version of the invoice will be emailed to the
customer where an email exists. If one does not exist, a paper copy will be posted by the credit control team.
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6. How to raise a Credit Note
Reasons for Raising a Credit Note
Credit Notes are issued to amend or entirely cancel the income and debt. Reasons for raising a credit note include:
The details on the invoice are incorrect and the invoice needs to be cancelled and redrawn. For example, the standard
data (customer name and address) was selected in error, VAT is incorrect or, errors in the valuation of the goods or
services.
The goods or services were never actually provided, therefore the sales invoice should never have been raised.
Removing a Sales Invoice other than the 2 reasons given above, must go through the write-off procedure where the University is
deciding either not to or is failing to collect a legally due debt. Such waivers must be approved through the correct workflow
route (see page 2, SOP Flowchart).
If raising a credit note against a sales invoice, you may copy the original order or use it as a template so that you have the
original data entered already populated.
Invoice description - include ‘Credit Note for Invoice XXXXXX’ to reference the invoice against which the credit note is
being issued.
Additional product information, Product text -include ‘Credit Note for Invoice XXXXXX’ to reference the invoice
against which the credit note is being issued.
Workflow log - include ‘Credit Note for Invoice XXXXXX’ to reference the invoice against which the credit note is being
issued. If you wish to provide additional information to the approvers without it appearing on the final document they
can be entered here. The more explanation you provide at this stage the more likely the credit note will be approved
and despatched quickly.
On saving the Credit Note order, it will enter the workflow where the automated approval process is different. The credit order
will be work flowed via Credit Control, VAT Team, then to your Head of School or Service for approval. Additional approval will
be required by the Head of Transactional Services (HoTS) if the value is equal to or greater than £250 before the credit note is
sent to your customer (see Page 2, SOP Flowchart).
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7. Rejected Sales Orders, Viewing Documents, Clearing Internet History (Cache)
Rejected Sales Orders
On creating and saving a sales order several validation checks are carried out.
If there are errors on the order, it will be rejected and you will receive a ‘task’ to
review the error in Agresso Self Service.
Open the task to open the sales order. You will see a warning sign adjacent to the
product line entry. Double click to reveal the message in the workflow log showing
details of what needs to be corrected.
Enter the sales order number in the Value lookup. Click Search.
Double click the order number to retrieve the order.
Click in the top right hand corner of your screen to view the attachments.
If you experience difficulties in opening the document, you may need to clear your Internet History (cache). See Instructions
below.
Click on your username in the top right hand corner and select ‘About Unit 4
Agresso’.
Repeat the process for How to View Documents Sent Out with an Invoice, see page 18.
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8. How to Check the Status of your Invoice (Workflow)
You are able to check the status of your sales order by accessing a number of reports available.
You can see if an invoice number has been assigned or look at the workflow in more detail to find out what is happening to your
order by choosing the ‘Links to Reports’ column (the very last column to the right hand side of the report – you may need to
scroll across the screen to see this column). The following statuses apply:
N = Not Invoiced
F = Finished (Invoiced).
Log into Agresso Self Service. Select Reports>Sales Order & Customer Enquiries
Enter the sales order number in the field Sales Order Number like, click Search .
This will return each line entry for your sales order. Scroll to the very end of the result to reveal the last column called Links
to reports. In Select Link, click on the drop down.
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Select Sales order Workflow Enquiry. This will show those lines where the workflow is in progress.
Click on Workflow in Progress to show you the workflow of your sales order/credit note. This will create a Map window
displaying the workflow and a log book tab.
You may hover around each item within the workflow for more detail.
Anything highlighted in green with a green border such as this means that stage of the workflow is complete. Any
yellow highlighted broken line boxes along the same level is for the same validation check, it represents the various members of
staff who can carry out that particular check. Otherwise, a yellow highlighted box represents the stage the workflow has
reached. In the example below, there are 3 members of staff who may carry out the validation check. It is the named person in
the green highlighted box who has carried out the validation check and it will have moved onto the next stage of the workflow.
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Anything highlighted in red indicates that there is a problem with a sales order/credit note where either the validation check has
identified an error (for example, the VAT is incorrect) or the approver has rejected it (for example, if they require more
information especially relating to a credit note). This will result in a task being generated in the originator’s task bar in Agresso
Self Service giving the reason for rejection and what needs to be addressed to correct it.
To establish where your sales order/credit note is in the work flow at any given point in time, look for the next highlighted
yellow box following a green highlighted box. Hovering your cursor over these boxes will show the name of the person and the
status as ‘active’.
Once the sales order/credit note has completed the workflow and the Sales Invoice/Credit Note has been generated and
forwarded to the customer, the status of the order will change from ‘N’ (Not Invoiced) to ‘F’ (Finished/Invoiced).
The log book displays a list of names beginning with the creator of the Sales Order, followed by all approvers to the stage it has
reached in the workflow.
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9. How to check if the Sales Invoice has been paid
You are able to check if your Sales Invoice has been paid via Agresso Front Office by accessing the following report;
Enter any of the selection criteria, the more you can enter the narrower the search will be.
Ensure B- open items & C – Historical items are both ticked. Click Search.
If the invoice has been paid, you will see 3 lines (Including the sum line ).
The line where the “Due date” is blank but the “Inv.date” is populated, represents the payment received from the customer. The
“Original Currency amount” will appear in red as a negative/credit value and the date in the “Inv.date” column is the date the
sales invoice was settled.
If there is a shortfall in the funds received then this amount will appear in either the “O/S Currency or GBP amount”. If the
invoice remains unpaid you will see line 2 & the sum line only.
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10. Useful Information (Sales Tax Codes), Enquiries, Tips & Contacts
Information (Sales Tax Codes)
Enquiries
There are many useful enquiries and information held in the Menu option Reports.
Please note that different users may have access to different reports (this will be addressed in the next systems upgrade) but
typically the name of the report is self-explanatory.
Reports and Enquiries can be found in the Menu option, Reports under the following headings:
Online Expenses
P2P Enquires
Sales Order & Customer Enquiries
Useful Information & Downloads – contains BIF downloads.
User Guides & Training – Online expenses/Supplier Request.
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Open the report/enquiry required, enter the relevant data and click Search , any results appearing in blue can also
be clicked to reveal the data stored under that column heading. For example,
Report RSO01, Sales Order & Credit Note Enquiries, clicking on the invoice number will provide you with an image of
the sales invoice which can be downloaded.
Customer account enquiry – Open/Historical, allows you to enquire on sales invoices raised by customer and shows the
transaction (including the transaction number) of the funds received.
Most of these reports will have the “Links to Reports” column (at the very end of the report to the right hand side) which allows
you access to the workflow.
Tips
You can open and copy old orders by selecting “Copy sales order” from the Sales Order tab
. If replicating then remember to change the delivery date and tax point. This will by
default change to today’s date.
You can park and retrieve sales orders for completion at a later time by selecting the ‘Parked’ option.
You can use to attach documents to your sales order/credit note.
You can save the order entry screen to your shortcuts menu to make it available on the Home Screen when you log into
Agresso Self Service by using in the top left hand corner.
You can add your telephone extension number to your contact details displayed on the face of the invoice by updating
your employee details in Employee Self Service on the University staff page.
Contacts
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11. Current List of Product Codes
Product Code Description Category
S1000 Accommodation-educational event Sales
S1001 Accommodation- non educational event Sales
S1002 Accreditation Sales
S1003 Administration Sales
S1004 Arable Sales
S1005 Bar income Sales
S1006 Bed and breakfast non student Sales
S1007 Bed and breakfast-student Sales
S1008 Broadband/internet services non student Sales
S1009 Building direct charges Sales
S1010 Building labour Sales
S1011 Building materials Sales
S1012 Business rates Sales
S1013 Catering - functions Sales
S1014 Catering - other income Sales
S1015 Catering-educational conference Sales
S1016 Catering-non student Sales
S1017 Catering-student Sales
S1018 Cleaning Sales
S1019 Coaching/mentoring Sales
S1020 Compensation/damages Sales
S1021 Conference fee - educational Sales
S1022 Conference Income-education-taxable sales Sales
S1023 Conference income-VAT standard rate Sales
S1024 Conference-alcohol Sales
S1025 Conference-non education-car parking Sales
S1026 Conference-non education-catering Sales
S1027 Conference-non education-hire of equipt Sales
S1028 Conference-non education Sales
S1029 Conference-non education-telephone Sales
S1030 Consultancy income Sales
S1031 Consumables for non-students Sales
S1032 Consumables for student not used in studies (taxable) Sales
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S1075 Land sale (if option to tax on land) Sales
S1076 Legacy Income Sales
S1077 Licences Sales
S1078 Livestock Sales
S1079 Maintenance Sales
S1080 Maintenance-VAT exempt Sales
S1081 Marking Sales
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S1115 Room hire -VAT standard rate Sales
S1116 Room hire only VAT exempt Sales
S1117 Room hire for educational course Sales
S1118 Royalty Income Sales
S1119 Sale of investments Sales
S1120 Sale of land in UK (use where no option to tax on land) Sales
S1121 Sale of plant/machinery/equipment Sales
S1122 Sales of Services - Water Sales
S1123 Sales of Services - Water rates Sales
S1124 Secondment of staff Sales
S1125 Services -VAT exempt Sales
S1126 Services -VAT standard rate Sales
S1127 Sponsorship income Sales
S1128 Sports-block booking 10 week Sales
S1129 Sports-classes (members) Sales
S1130 Sports-classes -non members Sales
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S1155 Workshop Sales
S1156 Sale of book/booklet (hard copy) Sales
S1157 Printing-book/booklet Sales
S1158 Printing-pamphlet/brochure/poster Sales
S1159 Stationery Sales
S1160 Bench fees/academic visitors-(including educational support) Sales
S1161 Bench fees/academic visitors-(facilities only) Sales
S1162 Research Income - Grant Funded Sales
S1163 Studentship-charity funded Sales
S1164 Postage and Packing - outside the scope of VAT Sales
S1165 Employer Recruitment Charges Sales
S1166 Licence-on properties with option to tax Sales
S1167 Fishing/Shooting rights Sales
S1168 Studentship-grant funding Sales
S1169 Testing/Analysis/Sampling Sales
S1170 Advertising/Marketing Sales
S1171 Grazing rights Sales
S1172 Postage and Packing - Printed Matter and Books Sales
S1173 Purchasing card reimbursement Sales
S1174 Autism assessment services Sales
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