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- Do I have to search for the account if I already know what it is?
- If you already know your account, you can enter it directly in the Payment: Chart of Accounts section without having to perform a search for it. If entering an account that contains letters, the letters must be entered in UPPERCASE or the account will not be recognized by the system.
- Who can see the information entered in the Internal Notes field?
- The information entered in the Internal Notes field will appear to any active AggieBuy user. It will NOT appear to any external users, including AggieBuy suppliers, and it will also NOT appear on any packing slips issued by AggieBuy suppliers.
NOTE: Any notes, comments, or attachments added to AggieBuy Requisitions do not appear on the KFS Purchase Order auto-created from the AggieBuy Requisition.
- I entered an account but the account description is not appearing below the Account field. Why is it not appearing?
- The account description will appear below the Account field AFTER you have clicked on the Save button.
- Is it possible to order from multiple suppliers on a single Requisition?
- Yes! You can include orders from more than one supplier on a Requisition. You can also include orders from both hosted and punch-out catalogs in AggieBuy on a single Requisition. Once the Requisition is approved, separate Purchase Orders are then automatically created to each of the suppliers indicated on the Requisition.
- What's the difference between a hosted and a punch-out catalog?
- The main difference is in how you locate and add items to your shopping cart. In a hosted catalog, you stay within the AggieBuy user interface. With a punch-out catalog, you are taken to the vendor's website where you can then locate and return the items to your AggieBuy shopping cart. When creating a Requisition, you can include items from hosted and punch-out catalogs on one Requisition.
- I've noticed that most items have an associated commodity code. What is this for, and what happens if I locate an item without a commodity code?
- The commodity code identifies the "type" of item that you are purchasing from the AggieBuy catalogs. Commodity codes pre-populate based off of the supplier-provided UNSPSC value. Most of the items in the catalogs already have an associated commodity code, but you might occasionally locate one that does not have an associated commodity code.
Without a commodity code, the AggieBuy system won't allow you to submit the Requisition. In those cases, you should click on the lookup icon next to the Commodity Code field and perform a search to locate an appropriate code for the item. You should also contact us at firstname.lastname@example.org so that our team can add a default commodity code to the item so that you won't have to manually add it in the future.
Also, if you notice a commodity code that does not seem "correct" for the particular item, contact us at email@example.com . We'll make the necessary edit so that it will appear correct in the future.
- What is the Research Equipment indicator for? What does it do?
- Effective July 1, 2014 through June 30, 2022, the California State Board of Equalization (SBOE) is offering a reduced sales/use tax rate on equipment purchased for research. This indicator is used to identify any Capital Asset purchases that might qualify for this tax reduction. When the Research Equipment indicator is checked on your Requisition, the Partial Sales and Use Tax Exemption for Equipment Eligibility Checklist should be completed and attached to your AggieBuy Requisition.
If a user wants to view or change the Research designation at the line item level, they do this on the General tab. Scroll down to the line item and click Edit, then put a check in the Research Equipment? box. When some items on a Requisition are Research Equipment and some aren’t, the Research Equipment? designation at the top of the General section will show a red x, but the text “General values vary by line” will appear below. We encourage departments to actively work with vendors to ensure the appropriate sales tax rate is applied to the initial purchase to ensure efficiency and timeliness in taking advantage of this exemption. Do not adjust the tax manually on your Requisition. The Requisition will route to the central Tax Reporting & Compliance unit for review and approval and any tax adjustments. The AggieBuy team will then work to ensure that any appropriate tax reductions are made for the applicable items. Learn more about the reduced tax program.
- How do I search for items?
- There are several options for finding an item in AggieBuy:
1. Use the search field in the Product Search section of the AggieBuy home page, or one of the links below the field. Advanced Search enables searches on other criteria, including key words to exclude from the search. “Quick Order” enables searches by supplier catalog number (SKU).
2. Click on the shopping cart icon on the left side of the page.
3. Use a shortcut to items you’ve designated as Favorites.
Find a shortcut:
In the Product Search section of the home page
In the Shop window by clicking on the shopping cart icon on the left side of the page.
- What is Quick Order?
- Quick Order allows you to search for products by the supplier’s catalog (SKU) number. To access this option, click Quick Order in the Product Search section of the AggieBuy home page, or click on the shopping cart icon on the left side of the screen, then click on Quick Order.
- Can I split-fund my order across multiple Account Codes or Projects?
- You can split an entire order or individual line items between multiple Accounts, Sub-Accounts, or Project Codes for most orders, with the exception of orders to Vet Med Central Services and UC Stores, where only one account/sub-account/project code is currently allowed per line item. In the Requisition window, choose the Payment: Chart of Accounts section.
To split the entire order between multiple Account Codes or Project Codes, click “edit” in the upper right corner of the window. In the Chart of Accounts window, click “add split.”
To split an individual line item between multiple Accounts or Project Codes, click the Edit button next to the line item.
In the Chart of Accounts window, enter the information for the accounts, sub-accounts, or projects you’d like to designate. Use the drop-down menu at the top right of the window to choose between splitting by % of price, % of quantity, or amount of price, then enter the appropriate splits in the appropriate fields.
- How do I add Favorite items to a list to make future shopping easier?
- To add an item to your Favorites, click on Add to Favorites in the product description window.
To find your current Favorites, click on the Favorites shortcut:
1. In the Product Search section of the home page
2. In the Shop window by clicking on the shopping cart icon on the left side of the page.
- How do I edit or manage my Favorites?
- Navigate to the Favorites window by clicking on the Favorites shortcut:
1. In the Shopping section of the home page
2. In the Shop window by clicking on the shopping cart icon on the left side of the page.
Choose an option from the Folder Actions menu, or check the box next to a Favorite and choose from the Actions for Selected Favorites menu.
- Can I add punch-out items to my Favorites?
- No, punch-out items can’t be saved to AggieBuy Favorites because pricing and availability changes would not be reflected. However, many punch-out suppliers offer a favorites function on their website.
- Is pricing in Favorites updated?
- Pricing in Favorites will be updated as hosted catalogs are updated.
- How do I change the shipping address or delivery options for my order, or for individual line items?
- The shipping address for each order defaults to the shipping address you’ve set up as a default in your Profile (if you've set one up), but you can change the shipping address and delivery options when you check out your shopping cart.
To change the shipping address or delivery options for an entire order: After checking out, in the Final Review or Shipping window, click “edit” on the right side of the Ship To section. To change delivery options, click “edit” on the right side of the Delivery Options section.
To change the shipping address or delivery options for an individual line item: After checking out, select Shipping from the menu on the left under Requisition. Scroll down to the individual line item, then click the edit button next to “Ship To” or “Delivery Options.”
- How do I send a note or attachment to a supplier?
- Once you check out your shopping cart, you can create a note or attach a document to be transmitted to the supplier with the Purchase Order. In the Final Review section of the Requisition window.
Notes or attachments with confidential information, such as social security numbers or a patient’s medical information, should never be attached or included on an AggieBuy order.
To send a note to a supplier:
1. Scroll down to the individual line items in your Cart.
2. Click the Edit button associated with the appropriate line item.
3. Enter your message to the supplier in the External Note field.
To send an attachment to a supplier:
1. Scroll down to the individual line items in your Cart.
2. Click the Add Attachments link.
3. Click the Select files button and browse to find your file.
NOTE: Any notes or attachments you add to the Internal Notes & Attachments box or the Comments tab in the requisition will remain internal to UC Davis and will not be sent to the supplier.
NOTE: Any notes, comments, or attachments added to AggieBuy Requisitions do not appear on the KFS Purchase Order auto-created from the AggieBuy Requisition.
- What happens after I submit my Shopping Cart?
- When you submit your shopping cart by clicking Checkout or Proceed to Checkout, it becomes a Requisition and the appropriate Approvers are notified. As soon as all approvals have been completed and the account(s) have been validated by the system, the requisition will be converted to a Purchase Order and transmitted to the supplier. If you are purchasing items from multiple suppliers in a single Requisition, a separate Purchase Order is created for each supplier.
- How long does it take a Requisition to become a Purchase Order?
- The time it takes a Requisition to become a Purchase Order depends on how quickly it moves through the approval process. As soon as all approvals have been completed and the account(s) have been validated by the system, the Requisition will be converted to a Purchase Order and transmitted to the supplier.
- How do I know if my Purchase Order was successfully sent to the supplier?
- In a search result list of POs, a green check mark will appear next to the POs that have been sent to the supplier. Also, on the Status page of an individual PO, a green check mark in the Workflow field indicates that the PO has been sent to the supplier. More detailed information on the transaction can be viewed by clicking on History in the top right corner of the Purchase Order window.
- How can I review my past orders?
- While shoppers only have access to their own orders, AggieBuy Approvers and Department Administrators have the ability to view the Order History of their entire department.
To find orders by date range:
1. Click on your username in the banner at the top of the page, then choose “My Recently Completed Requisitions” or “My Recently Completed Purchase Orders” from the menu.
2. In the search results screen, you can change the date range from Last 90 Days, if you’d like, in the Refine Search Results box on the left.
3. The type of date defaults to the requisition creation date, but you can choose a different date type by clicking “Start New Search” above the Search Details box. Choose a different date type from the drop-down menu in the first Date field, and choose the date range you’d like from the second Date field. Press Enter to search.
To search by a specific PO or requisition number:
1. Click the magnifying glass icon in the banner at the top of the page.
2. Choose the type of document from the drop-down menu.
3. Enter the document number in the next field, then click the icon in the field or press Enter.
To search by other criteria:
1. Click the Orders and Documents icon on the left side of the page.
2. Choose Document Search, then Search Documents.
3. Choose the type of document from the drop-down menu at the top, then enter your criteria in any of the fields (or multiple fields) and click Go.
- How does AggieBuy interface with KFS?
- When a Purchase Order is created in AggieBuy and transmitted to the supplier, it is also exported to KFS and an encumbrance is placed on the funds specified. The encumbrance is released once the Payment Request document is auto-created in KFS and the payment made to the supplier.
Purchase Order #s in AggieBuy use the following numbering convention: UCDABxxxxxx.
KFS creates a separate Purchase Order # for the order that is not the same as the AggieBuy Purchase Order #. However, the AggieBuy Purchase Order # appears in the Description field of the Purchase Order, and you can search for it by searching in the Description field.
When the Payment Request is auto-created in KFS to pay the supplier, the Description field will contain the following information: "AggieBuy (supplier invoice number) for PO (AggieBuy Purchase Order #)." For example, the Description field might display "Aggiebuy 558804 for PO UCDAB000731."
After the Payment Request(s) is processed in KFS, the Purchase Order in KFS is automatically closed, and the encumbrance(s) removed.
- Are there special instructions for purchasing Capital Assets?
- If purchasing items that meet the university definition of a capital asset, the Capital Asset(s) section of your shopping cart must be completed, or the Requisition will be automatically returned to the Requester before the order is placed. The Capital Asset(s) section can be completed by the Window Shopper, Requester, or FIscal Officer/Delegate. All fields in the Capital Asset(s) section must be completed with the exception of the UCOP Tag # field that only needs to be completed if you are purchasing an item that will be an add-on or component to an existing asset or part of a fabrication.
If adding to or modifying an existing asset, you will be required to enter the UCOP Tag Number of the asset being modified or added to and you will also need to enter the building and room number of that asset. Unlike in the Kuali Financial System (KFS) where this information automatically defaults based on the UCOP Tag Number entered, in AggieBuy, you must manually enter the building and room number.
Orders that contain capital assets will automatically route to Equipment Management. They will use the information entered in the Capital Asset(s) section to complete the appropriate CAMS document in the Kuali Financial System (KFS) and send the asset tag to your department asset representative.
If you are purchasing items below the capital asset threshold, but you wish to track them in KFS CAMS, do not complete the Capital Asset(s) section in AggieBuy. You should complete the Asset Global (Add) document in KFS.
When a Capital Asset purchase is received, you must complete the Line Item Receiving document in KFS.
- Can I use a previous Requisition as a template?
- Yes! In the upper right corner of the Summary screen for the Requisition, click on Document Actions and select Copy to New Cart.
Most data (listed below) will copy over except for the accounting information and the Requested Delivery Date. These things will each copy over:
> Shipping address
> RUA #
> Research Equipment designation
> Note to all suppliers (header level) and External Note (line item level)
> Internal Note (both header and line item level)
> Department Approver
> Capital Asset information
When copying a Requisition, be sure you review all of the information to ensure that nothing needs to be changed on your new Requisition before submitting it. Punch-out items will need to be removed from your cart and re-selected on the supplier’s punch-out site.
- Are there special instructions for purchasing Radioactive Materials?
- Yes. You must enter a Radiation Use Authorization (RUA) number in the General section of the Requisition. If you don't have an RUA number or don't know what it is, refer to the Radiation Use Authorization Application Instructions (Form 1) available on the UC Davis Safety Services website.
- How can I Search for Orders in AggieBuy?
- You can search for orders by clicking on the third icon (stack of papers icon) on the left menu of AggieBuy and select Search Documents.
Simple Search allows you to specify the type of transaction you want to see and the date(s). The middle search field allows you to search against ANY attributes entered on an AggieBuy transaction, including the Requisitioner, supplier, item type, or item manufacturer.
Advanced Search allows you to specify many separate attributes, including document number, participants (anyone involved in the transaction, including the Requisitioner, Window Shopper, and Approvers), dollar amount, supplier, and specific information on the items, including catalog number, description, or product flags, such as whether an item is recycled, green, or a controlled substance.
- I noticed a lower price for the same item on the supplier's public website. Why isn't UC Davis getting the lower price?
- AggieBuy provides the lowest overall cost, and this includes the reduction in administrative processing costs of creating a Requisition and a Payment Request document in the Kuali Financial System (KFS). Keep in mind that the contract price in AggieBuy includes additional components, including shipping and handling costs, in most cases.
- What types of documents can I add as an Attachment to my Requisition in AggieBuy?
- You can attach almost any supporting documentation. This could include an email exchange identifying the original request or any offline approvals that you want documented in AggieBuy. Attachments with confidential information, such as social security numbers or a patient’s medical information, should not be attached.
- What do the various Product Flags in AggieBuy indicate?
- When searching a catalog, you might see the product flag next to an item. They indicate one of the following:
Controlled Substance: This icon is associated with items that are designated as controlled substances. Some of these products are addictive drugs or products that can be used in manufacturing addictive drugs. Federal regulations have been set for identification, handling and usage of such products.
Green: A product indicated as ‘Green’ according to the green purchasing definition of the National Association of Education Procurement (NAEP). Generally, a Green product or service is one that is both environmentally and socially responsible. The product is accountable to, and respectful of, the places and people that provide and use them.
Radiation Minor: This icon is on any radioactive product whose radioactivity is below background radiation levels, so a user does not need specific license from the Nuclear Regulatory Commission (NRC) for its usage.
Recycled: Products that are considered to be environmentally friendly for any of the following reasons.
> They can be recycled through established recycling programs;
> They have been manufactured from recycled products; or
> They can be used in ‘green chemistry’ programs.
Toxin: Products that are toxic to various biological processes and are used to study specific cell processes such as signal transduction mechanisms
Energy Star: Products certified with the Energy Star qualification
Hazardous: This icon is associated with items designated as a hazardous material. OSHA has set regulations to identify specific health and physical hazards (such as Flammable, Oxidizer, etc.) associated with these substances.
Radioactive: This icon is associated with a radioactive item whose radioactivity is high enough that its usage is governed by Nuclear Regulatory Commission (NRC) regulations.
Select Agent: This icon indicates the product is a select agent - live cells of extremely hazardous pathogens. Select agents are materials found on the list maintained by Centers for Disease Control (CDC) for monitoring the use of specific pathogens.
- Is there a way to compare side-by-side various items in AggieBuy?
- Yes! Side-by-side comparisons are a good way to determine which product is best suited for a particular need. The Compare function allows the selection of two or more products to include in a direct side-by-side comparison of the product attributes of each. This function also allows you to determine the best pricing by auto-calculating prices based on Unit of Measure or Product Size.
Note: The product comparison feature can only be used to evaluate HOSTED catalog items. Items from punch-out suppliers do not display in the search results, and therefore cannot be part of the side-by-side product comparison.
1. Search for products using any of the search tools.
2. Click the compare button for each of the items to include in the comparison. Note: Items across multiple pages can be selected. The Compare Selected button will activate once more than one item is selected.
3. Once all items are selected, click the Compare Selected Button at the top of the search results.
4. The Product Comparison page lists, vertically, all of the products selected for comparison.
Product attributes are shown on the left side of the page. Scroll down to review the information for each item/attribute.
- What is the RUA/LUA/MUA Number field used for?
- When checking out a cart, in the General section of the Final Review, there is a field labeled RUA/LUA/MUA No. This field is used for purchases for which a Radiation Use Authorization (RUA), Laser Use Authorization (LUA), or X-Ray Producing Machine User Authorization (MUA) number applies. Numbers entered in this section will be reviewed by the applicable staff in Environmental Health and Safety.
- On the Advanced Product Search screen is an Easy Buy indicator. What does this do?
- The Easy Buy indicator is used to filter search results for Fisher Scientific to the top of the list. Fisher is one of the preferred university contracts.
- Can I search for lab chemicals using the CAS number?
- Yes, there are two ways to search by CAS (Chemical Abstracts Service) Number:
1. In Advanced Search, you can change the default category of “Everything” to “Lab Supplies.” Once you choose this category, your search criteria options will expand to include CAS Number, Product Class and Product Size.
Click the shopping cart icon on the left side of the screen and choose Shopping. In the drop-down menu, choose “By CAS Number.”
You can use the SciFinder on the CAS website to locate the CAS if you don't know what it is.
- Once I find an item I want to order, how can I see if other suppliers offer the same product?
- In your list of search results, highlight the “Manufacturer Info” number, which is the manufacturer’s part number. Copy this number into the Add Keywords box to the left of the list of search results. Click Go. Keep in mind that a listing from one supplier may have a different number of units per package than another supplier, so the lowest priced listing isn’t always the best option.
- Is it possible to copy a cart?
1. On the home page, go to the Document Search section.
2. Under shortcuts, click on My Requisitions.
3. On the next screen, click on the link of the Requisition you wish to copy.
4. In the upper right corner, under Document Actions, select “Copy to New Cart.”
- Is there any way to assist a supplier in correctly locating my shipping address?
- Some departments may have shipping addresses that are "difficult" for a supplier to locate. In order to assist the supplier in correctly delivering your items, you can enter a note in the Note to All Suppliers field of the General area of the Requisition. For example, you could enter a note such as "the green door is where the delivery should be made" or "delivery should be made to person at reception desk." This information can assist the supplier in getting your delivery to the correct spot!
- Do I need to use wildcards when performing a search in AggieBuy?
- No, wildcards are not needed and should not be entered when performing a search in AggieBuy.
- I want to change some of the accounts on my Requisition before I submit it. How do I do this?
- When you are checking out a cart, you can change the accounts for each of the line items. In the Payment: Chart of Accounts section, the top of the screen indicates the account(s) assigned to the entire order. But, if you want to change individual accounts, you can do so by clicking on the Edit button next to the Ext. Price field for the specific line item for which you want to change the account.
- I'd like to share a cart with another user. How do I do this?
- You can contact your Department Administrator and request that a shared cart group be set up with you and the other user as members.
An alternative is for you to put items in a shopping cart, then assign the cart to the other user. The other user can then add items, and assign the cart back to you if they’d like. You can both assign the cart to each other until you have all the items in the cart you both want to order.
- How do I make changes to a punch-out item once it’s in my AggieBuy shopping cart?
- Click the Modify Items link under the Supplier name at the top of the line items for that Supplier. This will take you back to the Supplier’s punch-out site where you’ll see the item in your shopping cart and can make changes. In some Supplier sites, you’ll then need to click an Update button before re-submitting your cart.
- Is there a printed Help Guide to assist with shopping in AggieBuy?
- Yes! Click on your name in the upper right corner of AggieBuy, and select "Search Help for a Solution." Under Access Printed Handbooks, select "Shopping Handbook." The handbook is in PDF format and is approximately 136 pages long, so you may prefer to search by keywords for the information for which you are searching.
The other guides in this section are designed for central administrative staff.
- There isn't an Organization Reference ID field in AggieBuy. Is there another option for tracking my transactions?
- You can use the Project code field in lieu of the Organization Reference ID field on the Accounting line. Before entering a Project code, you will need to be sure that it has been set up on the Project document in KFS first. Project codes can be a good way to track transactions across organizations.
- I'm a Window Shopper. Do I have to assign a cart for a Requester to submit the order for me?
- Yes. A Window Shopper role does not allow the user to submit the order directly. A Requester must place the order on behalf of the Window Shopper.
Assign your cart to a Requester by clicking the Assign Cart button at the top of the page and choosing your assignee. You can set up frequently-used assignees in the Default User Settings section of your AggieBuy Profile. These assignees will appear in a drop-down menu when you click the Assign Cart button. Before assigning a cart to a Requester, be sure that person is available for completing/submitting your order.
Until the cart is checked out by the Requester, you have the option of unassigning it. To find your shopping cart, click on the cart icon on the left side of the screen. Choose My Carts and Orders, then View Draft Shopping Carts. Find your cart in the section titled My Draft Carts Assigned to Others and click the Unassign button to the right of the cart listing. You can then assign the cart to another Requester.
- I'm a Requester. Is it possible for me to assign a cart to another Requester?
- Yes. As a Requester, you may occasionally wish to assign your cart to another Requester for review and or edits. When checking out a cart, click on the Assign Cart button instead of the Submit Order button, and you will be able to assign the cart. Keep in mind that the order won't be submitted until the assignee submits the order on your behalf or you unassign the cart.
- How do I Unassign a Cart?
- Before assigning a cart, you should always verify that the assignee is available to take action on the cart. If you determine after the cart is assigned that the assignee is not available, you can unassign the cart. To find your shopping cart, click on the cart icon on the left side of the screen. Choose My Carts and Orders, then View Draft Shopping Carts. Find your cart in the section titled My Draft Carts Assigned to Others and click the Unassign button to the right of the cart listing. You can then assign the cart to another Requester.
- Is there a way to "combine" carts in AggieBuy?
- Yes! If you have multiple draft carts in your action list and wish to combine them, you can do so. Open a cart and select the item(s) for which you want to move to another cart by clicking on the checkbox next to the Total field. Then, in the upper right corner, click on the drop-down menu and select Move to Another Cart. A pop-up window will let you select the cart for which you want to move the item(s).
- What accounts can be used in AggieBuy?
- Any accounts used in AggieBuy must be active:
Effective Date must be today or earlier
Expiration Date must be later than today
Only accounts with Account Type of AG (Agency) or EX (Expenditure) are allowed in AggieBuy.
Accounts with the following Sub Fund Group Type Codes are NOT allowed in AggieBuy.
0 (Retirement of Indebtedness)
2 (Loan Funds)
8 (Balance Sheet/Balancing Accounts)
9 (Investment in Plant)
- Will special names assigned to Favorites appear when added to a shopping cart?
- No. The ability to edit the name of the items in your Favorites list is to make it easier for you to identify what the items are for, such as "pencils for Chemistry 101 class" or "Dr Smith's beakers," but when you add a Favorites item to your shopping cart, the actual catalog item name will display.
- Who can edit the information in a shared Favorites list?
- In general, anyone who has access to a Shared Favorites list can edit the items in the list, including updating the name assigned to the favorites. Any changes made by an AggieBuy user to the Shared Favorites list will automatically display to other users who have access to that Shared Favorites list.
- Can I trade in equipment or supplies as part of an AggieBuy purchase?
- No. AggieBuy isn't currently able to accommodate equipment or supply trade-ins. Please use the Requisition document in KFS to process any purchases that include an equipment or supply trade-in.