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AggieBuy FAQs

Approvals/Routing

  • Can the fiscal officer or other approvers make changes to the information on an AggieBuy Requisition?
  • Yes!  After opening the Requisition, in the Document Actions drop-down menu in the upper right corner, click on Assign to Myself, and then you will be able to make edits to any of the information.  All of the changes made by an approver are noted in the order history, which can be accessed by clicking on the History link in the upper right corner.
  • As an approver, if I elect to receive email notifications, will the entire order appear in the message?
  • A notification email will display the first ten line items of a Requisition. If there are additional line items, the Approver can see them by logging on to AggieBuy.
  • How can I see who has approved an order and what additional approvals are required?
  • After opening the Requisition, click on the History link in the upper right corner to view the information on who has taken action on the Requisition.  To see what additional steps are required before the Requisition is fully completed, click on PR Approvals in the menu on the left side of the Requisition page.
  • Can you see timestamps on the PR Approvals page in AggieBuy?
  • The start date/time of when the Requisition was first submitted to the date/time it was completed appears on the PR Approvals screen. Individual approval dates/times can be viewed on the Requisition screen by clicking on the History link in the upper right corner.
  • How do approvers add notes to a Requisition they are approving?
  • Approvers can add comments to the Requisition.  They do so by clicking on the Document Actions drop-down menu in the upper right corner and selecting the Add Comment option.  The approver can also choose to send an email notification regarding the comment to the initiator or to other employees if they choose, or to add an attachment to the Requisition.

    Other AggieBuy users can also add comments and attachments to a Requisition.  The system will automatically track who entered the comments and added any attachments.
  • How does an AggieBuy user approve a Requisition? How do they disapprove a Requisition?
  • After opening the Requisition, in the Document Actions drop-down menu in the upper right corner:
    > To approve the Requisition, click on Approve/Complete Step.
    > To cancel the Requisition (allow no further action by anyone, including the initiator), click on Assign to Myself, and then select Reject Requisition. You will be required to add a note indicating why the Requisition is being canceled.
    > To return the Requisition to the initiator, click on Assign to Myself, and then select Return to Requester. You will be required to add a note indicating why the Requisition is being returned.
  • Where does an AggieBuy Requisition route after it is submitted?
  • A Requisition always routes to the fiscal officer/delegate for their approval prior to being submitted to the supplier(s) for order fulfillment.  A Requisition is never in COMPLETE status until it has been seen/approved by at least one person other than the Requester.  Depending on the types of items being ordered, an AggieBuy Requisition may also route to:
    > Additional departmental staff for approval if set up for such approval by your department or designated in AggieBuy by the Requestor.
    > Central offices, such as Environmental Health and Safety (EH&S), for approval if purchasing certain types of goods, such as those that contain hazardous materials/chemicals
    > Capital Asset Accounting for approval if the Requisition includes one or more Capital Assets
    > Tax Accounting for Approval if the Research Equipment Tax indicator is checked
    > Procurement & Contracting Services for approval if the total amount of the order is over a specific dollar amount
  • When does an AggieBuy Requisition get placed for order fulfillment by the supplier?
  • Once all the required approvals have been secured, including fiscal officer/delegate, any additional departmental approvals, and any central office approvals, the Requisition automatically spawns a Purchase Order in the Kuali Financial System (KFS) that is electronically sent off to the supplier(s) for order fulfillment.  If there are items from multiple suppliers on a Requisition, a separate Purchase Order is automatically generated to each individual supplier.
  • Does the Fiscal Approval Process in AggieBuy use the same Fiscal Officer and Account Delegates as KFS?
  • Yes!  The Fiscal Officers/Account Delegates assigned for approval of a Requisition (REQS) in the Kuali Financial System (KFS) are used for the same routing purpose in AggieBuy.

    Updates to the person assigned as a Fiscal Officer can be updated on the Account or Account Global document in KFS.  Updates to the person assigned as an Account Delegate can be made on the Account Delegate or Account Delegate Global document in KFS.
  • Is Requisition validation automatic?
  • Yes!  AggieBuy validates that all of the necessary information has been entered by the initiator before allowing the Requisition to be submitted. The persons to whom the Requisition routes are automatically validated based on the account(s) entered, the dollar amount of the Requisition, and the types of commodities purchased.
  • What happens if an approver is unavailable to take action on a Requisition?
  • If the approver is a Fiscal Officer, one of their delegates can approve it in their absence.

    If the approver is a Department Approver, the Requester can unassign the Department Approver and select a different Department Approver if desired.
  • Does the requester get notified if a Requisition is returned or rejected by an approver?
  • If a Requisition is returned or rejected by an approver, the Requester will receive an email notification identifying the affected Requisition.  The note that the approver adds for identifying why the Requisition was returned or rejected will be included in the email notification.  To ensure that the initiator sees the note within the email notification, we recommend typing the note in UPPERCASE letters.
  • I submitted a Requisition in error. What can I do?
  • If the Requisition is not in COMPLETE status, you can withdraw it.  Locate the Requisition.  In the upper right corner, under Document Actions, click on Withdraw Entire Requisition.  Once you withdraw a Requisition you CANNOT make changes to it, however, you can go to the Document Actions drop-down menu and select Copy to New Cart in order to create a new cart with the items from the withdrawn Requisition.

    You can also select to withdraw selected line items:

    1. Scroll down to the line items and check the box to the right of each line item you want to withdraw.
    2. Click Select Line Item Actions at the top of the line items section and choose Withdraw Selected Items.
    3. Type a reason for withdrawing the line item(s) in the window and click Withdraw Line Item(s).
    4. The other lines on the Requisition will continue to route as usual.
  • For Fiscal Officer/Delegate Approval, does AggieBuy differentiate these types of approvers?
  • No.  Fiscal Officers and their delegates should have a discussion to determine how they wish approval to take place.  For example, if a Fiscal Officer generally approves orders for Dr Johnson and their Account Delegate approves orders for Dr Smith, perhaps the Requester can include the name Dr Johnson or Dr Smith in the Shopping Cart Name when initially building the cart, so that it's clear who the order is for, and the Fiscal Officer and Account Delegates will be clear as to who is approving which orders.

    When viewing a list of Requisitions for approval in the My Approvals - Requisition screen, click on the Show Requisition Details link to display the Requisition Name (Cart Name).  This is where the name of the faculty/PI or other information entered by the Requester will display.  Once the Show Requisition Details link is selected the first time, it will automatically remain activated, so you only have to click it once in order to display the Cart Name.
  • What’s the best way to handle the pre-approval process in AggieBuy?
  • There are several ways a department can use AggieBuy to handle the pre-approval process.  Each department using this process can consider the following options and choose one that works for them

    > The Requester can choose the pre-approver as a Departmental Approver.
    > The Requester can assign the shopping cart to the pre-approver.
    > The Requester can add a comment to the order and enter the pre-approver’s email address so they’ll receive the comment in an email.
    > The Requester and the pre-approver can be set up to share shopping carts.  The Requester can email the pre-approver when a shopping cart is ready to be reviewed.
  • What do the various Statuses mean in AggieBuy?
  • When viewing a transaction in AggieBuy, you will see one of the following Status Types:
    Draft: This is the status for a cart that has not yet been "checked out" and submitted into routing.
    Pending:  This is the status for a cart that has been checked out and is a Requisition awaiting approval from one or more approvers.
    Completed:  This is the status for a Requisition that has received all required approvals.  Completed Requisitions automatically generate a Purchase Order and Payment to the applicable supplier(s).
  • When does Account Validation occur in AggieBuy?
  • Account validation happens after the Fiscal Officer approves the Requisition.  If the account is inactive, the system will automatically return the Requisition to the Requisitioner, and an email will advise the Requester that the Requisition has been returned.   

    Please note that the reason for return will be listed in the History section of the Requisition.  For automated system functions, the reason will always be listed in the History section. 

    For Requisitions returned by an approver, the approver note will appear in the:
    Email notification
    Comments section of the Requisition
    History section of the Requisition
  • Can a Fiscal Officer/Delegate Change the Account on a Requisition in AggieBuy?
  • Yes, but they should only change the account to another one for which they are also a Delegate or Fiscal Officer.  A reason for the change should be indicated in the Comments section. 

    If the Fiscal Officer/Delegate wants to change the account to one for which they are NOT the Fiscal Officer/Delegate, they should return the Requisition to the Requester and ask them to correct the account and resubmit the Requisition. It will automatically route to the Fiscal Officer/Delegates assigned to that account. 
  • How does the payment process work in AggieBuy?
  • The payment process is completed and documented in the Kuali Financial System (KFS), the official system of record for all financial activity at UC Davis.

    After the Requisition is fully approved in AggieBuy, the Purchase Order (PO) is created in AggieBuy and is exported to both KFS and the Supplier.

    In most cases, the campus ghost card is then charged by the Supplier (with some exceptions, depending on the Supplier).

    The Supplier then creates an invoice and submits it to AggieBuy; AggieBuy exports the invoice information to KFS.

    To record the payment, a Payment Request (PREQ) document is automatically created in KFS. 

    NOTE:  Any discrepancies between invoices and Purchase Orders are reviewed by staff in Accounting & Financial Services.  AggieBuy will automatically create an exception notification for any invoices with variances outside a specified dollar tolerance so that these variances can be reviewed and addressed. 
  • How does the Comments functionality work in AggieBuy?
  • When creating a cart or viewing a Requisition (a cart submitted into routing), you can add a comment.  Comments can be used to supply background information on why an order is being submitted or any other supporting information.  When a cart is first created (not yet checked out and submitted into routing), the comments section does not provide the ability to generate an email.  However, once the Requester has "checked out" the cart and submitted it into routing, the Requester can choose to email the comment to other AggieBuy users.  The comments are available when viewing the Requisition and include the name of the user who entered the comment as well as the date/time.

    Comments can be added by any AggieBuy user, including those who are not on the routing chain for a specific Requisition; the History section will track who entered the comment and when they entered it.

    There is also an Internal Notes and Attachments section, but unlike the comments that can be emailed to an individual, there isn't the ability to email them to another AggieBuy user.
  • Can I ad hoc route a Requisition for Approval in AggieBuy?
  • Yes! When you are checking out a cart, in the General section, click on the edit link. You can select a Department Approver from the list. If the Department Approver you wish to ad hoc route to is not listed, contact your Department Administrator for assistance. The Department Administrator maintains the Department Approver list.

    The Requisition will route to the Department Approver BEFORE routing to Fiscal Officer/Account Delegate, so be sure that the person is available to approve your Requisition.

    It's not possible to ad hoc route FYI. 

    If you’d like someone to see your Requisition but don’t want to add that person as an approver, you can add a comment to the Requisition and have the comment emailed to the person.  Keep in mind that your comment will be saved in the order’s history.

    Another option is to assign the cart to the other person.  Once the person looks over the order, it can be assigned back to you.  One advantage to assigning a cart instead of adding an approval is that, if you find the person is unavailable, you have the option of unassigning the cart.  It's not possible to "unassign" an approval.
  • Is there a "diagram" that shows how each step of AggieBuy routing works?
  • Yes!  Check out the workflow diagram for AggieBuy.  It details each step of the process, including optional steps that occur in special circumstances, such as with Research equipment and Capital Asset purchases.
  • I'd like to set up routing based on type of commodity ordered. Is this possible?
  • Although this type of routing is available for those units that are required per policy to review certain types of purchases (e.g. Environmental Health and Safety, Police Department), it isn't possible to set up this type of routing at the individual department level. 

    One option is for your Department Administrator to set up an Approver.

    For example, if your department wants Joe Smith to see all computer-related purchases, the Department Administrator can set up Joe Smith as an Approver.   Then, any time a Requester makes a computer-related purchase, they can select Joe as an Approver at the time they check out their cart.
  • Can I approve orders via Email?
  • Yes!  Users with a fiscal approver role (fiscal officer or account delegate)  have the ability to set up an Email Approver Code. You will be prompted to enter this code each time you approve an order; it will act as your electronic signature.  To set up or change your Email Approval Code:
    1. Access your user profile by clicking your name in the upper right corner.
    2. In the Update Security Settings group, click on the Change Email Approval Code link. Note: If there is not already an associated email approval code, you will still use the change code feature to enter a code for the first time.
    3. A pop-up window displays. Enter an 8-digit code in the Email Approval Code field.
    4. Click Save Changes. The email approval code will be saved.
    5. If you forget your code, you will follow the same steps above to establish a new one.
  • Can a Cart Assignee change the information submitted by a Window Shopper?
  • Yes!  The Cart Assignee can change any of the information in the shopping cart assigned by the Window Shopper.  The History section will automatically track all of the changes made to the cart.
  • Can a fiscal officer create and submit a Requisition?
  • It's a "best practice" for someone other than a fiscal officer to create a Requisition, but if a fiscal officer creates a Requisition, one of the account delegates will be required to approve the request.  The system will always ensure a separation of duties, where at least two persons have seen each transaction.
  • What happens if a Department Approver goes out on vacation?
  • A Department Approver has the ability to assign a "Substitute Approver" who will be able to approve Requisitions during the time the primary Department Approver is out of the office.

    To assign a Substitute Approver:
    1. On the left side of the screen, click on the third icon (papers icon).
    2. Click on Approvals, and then select "Assign Substitute Approvers."
    3. The Action Items folder will open and contain a list of all activities for which you are a Department Approver.
    4. Click the Assign button to locate and assign a user to be your "substitute" Department Approver.  Make sure the person you select is willing and able to serve as a substitute during the time you will be unavailable to approve transactions.
    5. When requesters select your name as the Department Approver, the Requisitions will route to the Substitute Approver in lieu of you.
    6. Once you return, complete the same steps above, except you will click on the Remove button to remove the individual and you will once again be the Department Approver.  Requisitions will begin routing directly to you again.

    NOTE: The Substitute Approver functionality ONLY applies to the Department Approver.  It doesn't apply to Fiscal Officer routing since a Fiscal Officer is already required by the system to have one or more delegates assigned to handle routing