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:

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.

Beginning in November and continuing through the end of December, 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. This includes deactivating the Kuali Financial System (KFS) and AggieBuy. In addition, AggieExpense will be temporarily unavailable for reconciliation activities.  

Below are just a few of the deadlines:

The July 2023 Supply Chain Management Aggie Enterprise Demonstration recording goes through several steps in the procure-to-pay process, including searching for a supplier, creating a requisition, approving a requisition, reviewing and approving a purchase order, and invoicing.

The June 2023 Supply Chain Management Aggie Enterprise Procure-to-Pay Demonstration recording covers adding new suppliers, Online Pre-Purchasing, Requisition reassignment, searching for invoicing and searching for payments.

We want your feedback! Give us your thoughts on the current Aggie Enterprise Procure-to-Pay modules and ideas for future demos. After watching the recording, please be sure to take our short survey.

Fiscal Close is quickly approaching!  Supply Chain Management has posted all relevant deadlines for purchasing, accounts payable, and supplier management activities.

Fiscal Close is the process that allows for a “cut-off” of financial activity so the university can generate annual financial reports for stakeholders. The university’s fiscal year starts July 1 and ends June 30.

The May 2023 Supply Chain Management Aggie Enterprise Procure-to-Pay Demonstration recording is available. This demo covers Requisitions, Agreement forms, non-PO invoice forms and a quick look at reports.

We want your feedback! Give us your thoughts on the current Aggie Enterprise Procure-to-Pay modules and ideas for future demos. After watching the recording, please be sure to take our short survey.

The March 2023 Supply Chain Management Aggie Enterprise Procure-to-Pay Demonstration recording is now available. The recording includes an overview of the current processes for Supplier Management, Blanket Purchase Orders, Invoicing and Disbursements, as well as training updates and lots of questions and answers.