Supply Chain Management

Please note the update outlined below applies only to Davis campus departments and School of Medicine/School of Nursing, not to UC Davis Health or UC Agriculture and Natural Resources. Health and ANR should continue with their current processes.

PaymentWorks will be a new supplier portal for streamlining the supplier onboarding process. Implementation is scheduled for Monday, March 10, 2025.  This new platform will replace the current vendor add process completed in Aggie Enterprise. Suppliers will onboard with PaymentWorks, and then the vendor data will be transmitted to Aggie Enterprise.

A new way to pay honoraria and research subjects will be implemented on Monday, February 3rd, 2025. 

Candex is the name of the supplier platform that allows one time payments for these types of transactions.  On the Aggie Enterprise Requisitions screen, a Candex tile will be available in the All Punchouts section, and allow employees to process honoraria and research subject payments without the need for the payees to be in the university supplier database. 

The process of documenting and requesting payment for unauthorized purchases is changing as of Friday, January 17, 2025.  You can also join us at our next Hot Topics session on 2/11/25 to learn more.

This month's newsletter has information on:

• AggieExpense homepage user interface
• Candex for one-time payments
• Setting up your Requisition preferences
• PaymentWorks for managing supplier records
• and more

Check out the January 2025 Supply Chain Link here: https://conta.cc/3C2PdRS

Want to receive the monthly newsletter in your inbox? Reach out to scmcomms@ucdavis.edu. 

The 2024 Winter Holiday schedule is now available. Please note that some Supply Chain Management units will be either closed and/or operating reduced hours the weeks of December 23rd and December 30th.  We wish you all the best this holiday season and in the year ahead!

This month's newsletter has information on:

• The upcoming Supplier Showcase
• Finding Category Names
• New aluminum bottled water option
• Tours of Logistics' Hopkins Services Complex
• The Banking Card Forum
• The Mail Services Holiday Food Drive

Check it out: https://conta.cc/47Y8kbf

Want to have the Link delivered right to your In-Box? Email scmcomms@ucdavis.edu 

August's SCM Link newsletter contains information on:

• The Hands-On Purchasing Basics class
• The Wire Transfer Forum recording
• Changes to the AggieExpense home page
• JetBlue perks for UC
• Sean Farnworth, of the Travel and Entertainment Help Desk

Interested in receiving the monthly SCM Link newsletter in your inbox? Email us at scmcomms@ucdavis.edu.

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.

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: