The AggieExpense step-by-step guides previously available on the Supply Chain Management website have been reviewed, updated, and moved into the Knowledge Base Article format.    We believe these updated guides will be more helpful and easier to follow than the previous versions.

We are aware of some issues with missing ledger data in Aggie Enterprise related to out-of-pocket reports from AggieExpense. In most cases, expenses between January and May defaulted the Program, GL Project, and Activity fields to all zeros, even if data was entered into AggieExpense. All other chart fields loaded correctly. While this issue has been fixed since May for new transactions, any incorrect entries will require the department to process a Journal Voucher.

This is an advisory for departmental fiscal approvers regarding outstanding Accounts Payable Invoice documents in Aggie Enterprise that may be awaiting your approval. 

Fiscal Close is almost here!  To help the campus prepare for the end of the fiscal year, Supply Chain Management has a webpage that includes Fiscal Close dates and deadlines, instructions for purchasing, accounts payable and travel transactions and other important information. 

With the launch of Aggie Enterprise, our previous catalog ordering system (AggieBuy) has been retired. However, you can still access AggieBuy order and invoice information though the Document Search feature in the Kuali Financial System (KFS). Simply search for AggieBuy Purchase Orders (POs) or Payment Requests (PREQs) to find details on payment history, related documents, and more.  Detailed instructions can be found in the Locating AggieBuy Orders and Associated Payments in KFS  Knowledge Base Article (KBA).

Before Aggie Enterprise went live, suppliers were asked to select a university preferred payment method. This is part of a system-wide strategy to encourage suppliers to accept payments that are more secure and to reduce administrative costs to the University. Those suppliers that did not select an option were defaulted to NET 60 payment terms for future orders and invoices. NET 60 indicates a payment will be issued within 60 calendar days from the invoice date. This change was intended to only impact future Purchase Orders for the specific suppliers.

This month's newsletter contains information on:

• the upcoming Small and Diverse Supplier Expo and how departments can get involved,
• Aggie Enterprise How-To videos,
• how to stay up on all the latest, and,
• AggieLogistics.

Check it out here: https://conta.cc/3T0AKvd

To receive the Supply Chain Management Link, contact scmcomms@ucdavis.edu.

We are happy to announce AggieExpense, which has been unavailable for the past month to implement the new Chart of Accounts, is once again open for report creation and expense reconciliation as of Friday January 19th, 2024!

Please review the following:

We hope your Aggie Enterprise journey is going well so far.  This information applies to anyone working with Aggie Enterprise Purchase Orders that were converted from the Kuali Financial System (KFS).

Changes are not possible on Purchase Orders in Aggie Enterprise that have been converted from KFS.  Do not use the Add Line to Existing PO documents in Aggie Enterprise to request additions to converted POs.

As we embark on this new Aggie Enterprise journey, the Supply Chain Management team has suggestions on ways to make your experience the best it can be:

Aggie Enterprise Finance, Project Portfolio Management and Supply Chain are now live. Aggie Enterprise Planning will go live in February 2024. Planning users will receive more information prior to go-live.

A reminder that Friday, Dec. 15 at 5 pm is the last day to submit a report, cash advance or Card Program request in AggieExpense using the current Chart of Accounts.

With the kick-off of the Aggie Enterprise Hands-On Environment, Supply Chain Management will be expanding our support offerings to campus by holding twice-weekly Aggie Enterprise Office Hours.

Beginning in November, some of Supply Chain Management’s systems and processes will need to be halted to prepare for the go-live of Aggie Enterprise in January 2024. It is important to begin planning now and whenever possible, to purchase goods and services before this cutover period. See the Cutover Calendar for more information.

The recording of the Supply Chain Management presentation, “All About Cutover" is now available on our YouTube channel along with recordings of Aggie Enterprise Procure-to-Pay module demonstrations. We hope you find it helpful as we prepare for downtime to some of our systems and processes ahead of the transition to Aggie Enterprise.