Procurement & Contracting Services

Current Updates

AggieBuy Project

Below are the current issues for which AggieBuy customers have inquired.  This list also includes topics discussed at the recent AggieBuy Town Hall forumsLast Updated: Monday 4/23/18

Accounts for UCDH Orders

Most UCDH employees use cost center numbers; the account number in AggieBuy should be entered in the following format:

Chart of Accounts followed by a hyphen, and the seven-digit account number, which begins with a 100 and then the four-digit cost center number

For example, H-1009850 is the account number assigned to Cost Center 9850.

Use the Billing ID Lookup (74) in FIS Decision Support (DS) to see the account associated with your specific cost center if unsure of what it is.

Account Splits

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!
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.
Capital Asset Purchasing
Purchases of Capital Assets (items at or above $5K) are ALLOWED in AggieBuy.
•Capital Asset(s) section should ONLY be completed for items meeting the Capital Asset Definition:
•Do not use it for optional tracking of items below threshold
•All fields except UCOP Tag # should be completed unless purchasing item as add-on to existing capital asset
•Requisition containing a capital asset should only contain other items that compose that specific capital asset
Cart Names

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 Ramos 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:

  • Tax-Free Ethyl Alcohol
  • UCD Service Awards
  • Gas Cylinder Rentals
Contact Information

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.

 

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).

Office Depot Orders

We’re happy to announce that the issue where a previous OfficeMax “favorite” or previous OfficeMax Requisition could inadvertently be used for an Office Depot order has been RESOLVED! 

Previous OfficeMax favorites will no longer display in your favorites list, unless you check the box Display items that are no longer available.  Checking that box will allow you to VIEW the OfficeMax favorites for future reference, but you won’t be able to ADD them to a new Requisition.

Previous OfficeMax Requisitions will no longer be available as “templates” for Office Depot orders.  You will receive an error message Supplier is no longer available (Office Max) when attempting to submit the Requisition.

You can save Office Depot items as “favorites” when shopping the Office Depot punch-out site (described below) or when using the Product Search field on the AggieBuy Dashboard.

We recommend that you set up your “favorites” in the Office Depot punch-out catalog.  Once they are set up, you can access them as needed, directly from the Office Depot punch-out catalog:

  • Next to each item in the Office Depot punch-out catalog is a link Add to list; click on the that link.
  • Click on Create List; a pop-up window will display; enter a name that helps you identify what the list is for (e.g., Dr. Smith’s Office Supplies, Office Supplies for 260 Hoagland), then click on the Save button
  • Repeat the process above for each item you wish to add to a new list, or select an existing list to add the item to.
  • To access your “favorites” in the Office Depot punch-out catalog, click on the My Lists link in the upper right corner of the punch-out site; click on the name of the list you wish to access, and your “favorites” will then appear and can be added to your AggieBuy shopping cart!
Open Orders

The Open Purchasing Orders (364) query in FIS
Decision Support (DS) provides a list of open orders. 

For orders that are open, you should contact the applicable vendor 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 here.

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 ab-help@ucdavis.edu.  We appreciate your assistance.

Pricing in AggieBuy

Pricing listed in AggieBuy is the university contract pricing, and is the lowest price avaiable 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.

Product Searches
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.  We appreciate your patience.
Receipt Upload
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.
Student Access

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 UCD payroll status) are automatically granted Window Shopper access.  

Sub-Account Field

--Sub-accounts with special characters (hyphens, etc.) are NOT allowed in AggieBuy. If you attempt to use a sub-account with a special character, the order will not submit to the supplier.  If you need to expense something to a sub-account with a special character, you will need to process a Distribution of Income and Expense document  in KFS to move the expense after it has posted to the ledger. 

--Sub-Account field should be entered in the following format: chart hyphen account hyphen subaccount (e.g., 3-6620110-12345)

Supplier List

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.  We are hopeful that for the vast majority of our AggieBuy users, everything will open and display properly:

Training

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.

Troubleshooting

Having issues placing orders or things not working as they should? Check out our Troubleshooting Guide to get things back in good order in no time!

UCDH Users

Are you getting an error message regarding an "object code?"   Don't have the correct access type in AggieBuy?  Or, experiencing other issues in AggieBuy?  We have answers and HELP for you on the AggieBuy UCDH Page!

User Profile

--Avoid using Codes tab under Custom Field and Accounting Code Defaults.  Use Code Favorites to set up your list of frequently-used accounts. 

--Phone Number:  If your phone # is not listed in the campus directory, the default directory # of 752-1011 will display on your AggieBuy orders.  We recommend adding your phone # in the online campus directory .

 

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