Procurement & Contracting Services

Current Updates

AggieBuy Project

Our AggieBuy Help Desk assists customers on a variety of topics.  Below are the current issues for which users have inquired.  Last Updated: Friday 1/12/18

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.
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
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.

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.
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 Punch-Out Not Opening/Error Messages

Occasionally AggieBuy users might experience website issues, where a supplier punch-out site (such as Dell) doesn't display correctly.  Refer to our guides for:

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!

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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