Welcome To AggieBuy! High-Level System Overview 11/22/2017

Transcription

1 Welcome To AggieBuy! High-Level System Overview 1

2 Notes on Today s Training This is a high-level overview of AggieBuy Separate Approvers information session is also available for AggieBuy Approvers, including Fiscal Approvers and Department Approvers Training is not required to access and use AggieBuy but is helpful for learning how to maximize use of system 2

3 Always start here! Over 25 suppliers! Everything from Ajax cleanser to Zebra Z-grip pens! 3

4 Featuring Items in Many Categories Antibodies and Assays Computing, Software, and Electronics Janitorial/Custodial Supplies Lab Essentials Maintenance, Repair, and Operations Medical Supplies Molecular and Cell Biology Research Office Furniture Office Supplies Oligos and Sequencing 4

5 University agreement pricing No per-order dollar limits Purchase capital assets over $5K Special conditions routing allows deeper catalog options, including radioactive and hazardous materials Purchase and payment combined in one transaction Provides detailed item information for reporting 5

6 AB Roles Window Shopper Can browse catalogs and add items to a cart Cannot submit a cart for approval Must assign the cart to a requester Default role for all active employees (on active payroll status) Requester Can shop, add items to a cart, AND submit the cart Can assign a Department Approver Cannot approve a cart they submit Assigned by your AggieBuy Department Administrator 6

7 Roles Shared w/kfs Fiscal Approver Same as Fiscal Officer Approval based upon account(s) used Pulled from KFS daily Specialty Approver Commodity based EH&S, Fleet, Police, etc. Transaction based Equipment Mgmt (Capital Assets), Tax (Research Equipment), etc. Buyers Based upon threshold, generally orders at or above $50K 7

8 AB Optional Roles Department Approver Optional additional approval level prior to Fiscal Approver Is not the Fiscal Approver Identified at time of cart submission Assigned by your AggieBuy Department Administrator Organization Review Approver Optional additional approval level after Fiscal Approver Based on total dollar amount of order Assigned by your AggieBuy Department Administrator 8

9 Shopping in AggieBuy: 2 Types of Catalogs Hosted catalogs allow searches within the AggieBuy screen Consistent user experience across catalogs Ability to easily price and feature compare across catalogs and locate the best item(s) for your needs 9

10 Shopping with Hosted Catalogs in AggieBuy 10

11 Shopping with Punch-Out Catalogs in AggieBuy Punch-out catalogs take the user out to the vendor s website; user does shopping within the website and then returns cart to AggieBuy to complete order Ability to easily see stock availability Up-to-date pricing Ability to configure items (such as computer systems) Ability to create and use e-quotes 11

12 Shopping with Punch-Out Catalogs in AggieBuy 12

13 Checking Out a Shopping Cart in AggieBuy After adding your items using the hosted or punch-out catalogs (or both), click on the shopping cart icon in the upper right corner to begin the check-out process 13

14 Checking Out a Shopping Cart in AggieBuy Click on the Edit link to make any edits before placing your order or assigning your cart to another user Tip! Edit the Cart Name to something meaningful (who order is for, class, etc.) 14

15 Checking Out a Shopping Cart in AggieBuy All users will see the Assign Cart button; this allows you to assign the cart to another user to place on your behalf Users with Requester access will also see a Place Order button and be able to directly place orders into routing 15

16 General Workflow for Requisition * Indicates optional or conditional workflow step 16

17 Approver Options 17

18 Approver Options Approve: System will indicate your approval and move to the next approval (if applicable) Return to Requisitioner: Allows approver to return Requisition to make changes and re-submit Reject Requisition: System will indicate order as canceled and no changes can be made 18

19 Approver Options Approver can also make edits to any section of the Requisition and the system will automatically track all edits in the History section 19

20 Post-Requisition General Workflow *KFS creates a lien on the account(s) 20

21 Post-Requisition General Workflow *Ghost card suppliers have already charged card; others are paid through KFS; invoice in KFS removes the lien from the account(s) on the order 21

22 Indicating Receipt of Items Optional in AggieBuy, but required to be completed in KFS (Line Item Receiving document) for Capital Asset receipt Receipt process in AggieBuy can be helpful for those transactions where receipt documentation is required (C&G funding requirement, etc.) 22

23 Indicating Receipt of Items Locate the Purchase Order for which you want to document receipt, open it, click on the Receipts link, and under Document Actions, select Create Receipt. 23 5/19/2017

24 Indicating Receipt of Items 24

25 Get Started in AggieBuy Quickly! You can save your preferred account(s) and delivery address(es) as part of your profile You can then select them or enter different one(s) as necessary each time you build a shopping cart 25

26 Set Defaults in Your User Profile! Click on your name in upper right corner and select View My Profile You can then select them or enter different one(s) as necessary each time you build a shopping cart 10 5/19/2017

27 Set Default Delivery Address(es)! On the left, click on Default User Settings, and select Default Addresses 27 5/19/2017

28 Set Default Account(s)! On the left, click on Default User Settings, and select Custom Field and Accounting Code Defaults 28 5/19/2017

29 If you will be a Window Shopper, Set Default Cart Assignee(s)! On the left, click on Default User Settings, and select Cart Assignees 29 5/19/2017

30 Viewing Requisitions and Purchase Orders In Document Search section at bottom of home page, click on My Requisitions to see the shopping cart information and My Purchase Orders to see the POs issued as a result of your approved shopping carts: 30 5/19/2017

31 AggieBuy Troubleshooting Item(s) Haven t Arrived? Check the My Requisitions link in the Document Search section to ensure all approvals have been secured If Purchase Order has been issued to supplier, check Supplier Shipping schedules posted on our website at procurement.ucdavis.edu Contact Supplier 31 5/19/2017

32 AggieBuy Troubleshooting Need to Return an Item? Check the information on the confirmation for return instructions Contact Supplier 32 5/19/2017

33 AggieBuy Troubleshooting Other Issues? Check with your supervisor, fiscal officer, or business office; they may be able to provide additional guidance or instructions Visit our website at procurement.ucdavis.edu; click on the AggieBuy link on the right side of the screen to access many great resources The AggieBuy Help Desk at is a great resource for assistance! 33 5/19/2017

34 THANK YOU! 34 5/19/2017