Below are the current issues for which AggieBuy customers have inquired.
This list also includes topics discussed at the 2018 AggieBuy Town Hall forum (PDF).
Last Updated: Thursday 8/9/18
Explanation / Instructions
You can enter as many accounts as desired for each line item in AggieBuy. You are not restricted to citing only one account per line item as you previously were in UCD Buy.
|Approval Emails||If you aren't already logged in to AggieBuy, the link in the message will not work. You can access the system at http://aggiebuy.ucdavis.edu.|
|Approval Email Code||If you are an approver in AggieBuy, you can set up a security code that will allow you to approve orders via email.|
|Capital Asset Purchasing||
Purchases of Capital Assets (items at or above $5K) are ALLOWED in AggieBuy.
|Cart Assignees and Department Approvers||Users won’t show up in list of available assignees or approvers, until they’ve logged in for the first time. In other words, I can't assign Joe Smith as a cart assignee unless Joe has previously logged in to AggieBuy.|
Give your shopping cart a special "name" to make it easier for fiscal officers and delegates to know which ones they should approve.
For example, if delegate Marie approves Professor Hart's orders, naming the shopping cart, "Dr Hart Order 10-30-16" can make it easier for Marie to know this is an order that she should approve.
|Central Storehouse, Special Services, still available in UCD Buy||
These services will not be transitioning to AggieBuy. UCD Buy can continue to be used for these catalogs/services. Examples of items still available include:
|Commodity Code Missing/Incorrect||If you notice a commodity code that is incorrect for the item being ordered, please let us know at email@example.com. If the commodity code field does not automatically pre-populate for an item, let us know as well, and we'll be sure to update it so future purchases won't be impacted by a missing code.|
Refer to the AggieBuy Contacts Page.
|Dollar Limit on Orders||
There isn't a maximum dollar limit for orders placed in AggieBuy. Keep in mind that your fiscal officer/department may have their own restrictions or budget constraints.
|Items Blocked By Your Organization||
You might be shopping a punch-out site and get a message that the Items Are Blocked By Your Organization. This generally indicates that the vendor is not contractually allowed to sell that item in AggieBuy. If you receive this error message, perform a search on the Main Dashboard Product Search to see what other AggieBuy vendors sell that item.
|No "Place Order" Button when Checking Out a Cart||The Place Order button will appear for AggieBuy users who have Requester access. If you don't see the button, this indicates that you have Window Shopper access and will need to click on the Assign Cart button to assign the cart to a Requester, who can place the order on your behalf. In some cases, the Place Order button appears when checking out a cart, but the system won't allow you to click on it. This indicates that a required field(s) still needs to be completed before the order can be placed. At the top of the screen, there should be a message advising what needs to be completed. Once the missing information has been completed, you will be able to place the order.|
|Notes to All Suppliers Field||
When checking out a cart in AggieBuy, the Notes to All Suppliers field can be used to provide additional information that will be received by the vendors. Not all AggieBuy suppliers have the capability to receive notes (as indicated on the check-out screen).
The Open Purchasing Orders (364) query in FIS
For orders that are open, you should contact the applicable supplier first to confirm if/when order will be fulfilled.
If the order will not be fulfilled, you can close or void the associated KFS Purchase Order to remove the lien. More information is available on the Unfilled Orders page.
NOTE: Voiding a KFS Purchase Order is a "permanent" act; it cannot be "undone." A Purchase Order should not be closed or voided simply because you want the encumbrance removed and the order closed. You should always confirm with the applicable AggieBuy supplier that an order will not be fulfilled before closing or voiding an order in KFS. When in doubt, please contact our AggieBuy Help Desk at firstname.lastname@example.org.
|Pricing in AggieBuy||
Pricing listed in AggieBuy is the university contract pricing, and is the lowest price available to us from the suppliers. Keep in mind that the pricing in AggieBuy may appear "higher" than the list price on the vendor's public-facing website, but using AggieBuy reduces the additional work and administrative overhead associated with other procurement options.
Too many results when using the Product Search section on the AggieBuy Main Dashboard? When you get results, use the left menu filters to narrow results.
You can sort when your results are 200 or less. Sort by price, part #, supplier name, size, description (alphabetical), and packaging type.
If you are a returning shopper, you can view your past purchasing history in the Document Search section of the Main Dashboard.
For hosted catalogs, use the Favorites functionality. Click the “Add Favorite” link to save the item for easy access later.
We continue to work with the AggieBuy suppliers to ensure that descriptions and photos in AggieBuy are complete and accurate.
AggieBuy gives you the ability to upload packing slips/receipts for each order.
|Shipping Address||As a best practice, we recommend that you keep each of the fields in the Shipping Address section to 30 characters or less to ensure that all of the information can be properly displayed on the shipping labels. Visit our Shipping Address page for more information.|
Students who are not active employees (on active payroll status) can be assigned the Window Shopper role in AggieBuy by an AggieBuy Deparrtment Administrator. See the AggieBuy Roles Application instruction page.
Student Employees (on active UC Davis payroll status) are automatically granted Window Shopper access.
On the AggieMain Dashboard, click on the Suppliers link in Product Search section. This will give you the "master list" of all Suppliers in AggieBuy, both Hosted and punch-out catalogs.
|Supplier Punch-Out Not Opening/Error Messages||
All of the AggieBuy punch-out sites have been recently tested, and are opening up properly without requiring any browser setting adjustments. If you do encounter any issues with a punch-out site, please refer to the information below.
|Taxes Incorrect on Requisition||The taxes displayed at the time the cart is created and the order first submitted are only an estimated amount. The actual amount to be charged, based on the delivery postal code, will appear on the General Ledger in FIS Decision Support on the transaction reports, including the Transaction Listing (2).|
Online training for AggieBuy is available at any time; log in to the UC Learning Center and search on AggieBuy Training to access and complete the training classes.