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AggieBuy Post-Purchase

This page provides information on tracking what happens after a purchase is made in AggieBuy and how to manage post-purchasing concerns.


Transaction Reports

Each AggieBuy transaction creates a corresponding Purchase Order and Payment Request in the Kuali Financial System (KFS). This means you can use FIS Decision Support (DS) to see all of your AggieBuy activity. 

Commodities Purchased Log (365)

The Commodities Purchased Log (365) is generally the best report to see your purchasing history, by commodity code, of all purchases in AggieBuy and the Kuali Financial System (KFS). Simply enter your organization code or account to see all purchasing activity for a given time period. This is the best report for seeing all of your organizational/departmental AggieBuy and KFS Purchase Orders.

Viewing the AggieBuy Associated KFS Purchase Order (PO)

Clicking on the document number in the search results will drill down to the specific KFS Purchase Order, which will include its own KFS-assigned PO number.  

In the Document Overview section, Description field is the associated AggieBuy PO number, as well as the requestor assigned to that PO.  In this example, Steven Asercion was responsible for the creation of AggieBuy PO UCDAB317287:

Photo of KFS Purchase Order created from AggieBuy Transaction


Transaction Listing (2)

You can use the Transaction Listing (2), to see your AggieBuy transactions, including the initial Purchase Order (PO) as well as any payments (Payment Request) documents processed against the AggieBuy Purchase Orders. This is the best report to see ALL activity (purchase and payments) associated with an AggieBuy transaction. If you click on the Doc Type or Document Number of the transaction for which you want to see details, the relevant AggieBuy information, including the AggieBuy PO number, will display in the Description field in the header section of the 19 report.

Viewing the AggieBuy Associated KFS Payment Request (PREQ)

Clicking on the document number of the Payment Request document in the search results will drill down to the specific KFS Payment Request, which will include its own KFS-assigned PREQ number.  

In the Document Overview section, Description field is the associated AggieBuy PO number, as well as the number of the AggieBuy invoice.  In this example, this Payment Request was automatically created to pay Invoice 92669283 assigned to PO UCDAB317287:

Image of KFS PREQ document for AB Purchase Order

 

Special Note on Viewing Credit Memos for AggieBuy Orders: If items are returned, AggieBuy suppliers will issue a credit back to your account. Run the Transaction Listing (2) for the specific account and time period when that credit was posted, and you will be able to locate it on the DS report by the specific dollar amount.