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Overview

Catalog purchasing is the recommended and easiest way to purchase goods. Catalog purchasing ensures that your department is getting all the benefits of the university supplier agreements.

Intended Audience

Department purchasing staff 

Oracle Roles Required to Use This Guide

UCD Purchasing Requisition Entry JR 

Navigation Path

Aggie Enterprise > Procurement > Purchase Requisition 

Steps

This section describes the following tasks:

• Purchase from Hosted Catalogs
• Purchase from Punchout Catalogs
• Complete Catalog Purchase/Checkout Process
• Save a Requisition Cart for Future Updates

Purchase from Hosted Catalogs

Hosted catalogs are built into the system.  These are primarily used by the Davis campus AggieSupply stores, including the Central Storehouse, Scientific Store, MRO (Maintenance, Repair and Operations) Store, and the Chemistry Store.

Before you start, set up Requisition Preferences. Without completing this step, you will not be able to complete a Requisition.

1. Log in to Aggie Enterprise. 
   
   
2. Click Procurement, and then click Purchase Requisitions.
    
3. To search hosted catalogs, on the Requisitions screen, enter the desired search criteria in the search field in the middle of the screen (for example, pencil, beaker, floor wax). No wildcard is required, and search results can be sorted by price (high/low) and relevance (key word).
   Alternatively, click Shop by Category and select on the desired catalog.

4. Add one or more items to compare features, attributes, and prices.  
   
   
   
5. Add items to a Shopping List to expedite future purchases of the same items.
   1. After clicking Add to Shopping List, click +, and type a name for the shopping list (for example, Lab items for Dr. Smith).  
      
   2. Click Save and Close. The item is added to the shopping list. 
   3. Access the items from the Shopping Lists menu near the top of the Requisitions screen.
6. Enter the quantity for each item you want to purchase.
7. To add items to the shopping cart, click .

8.  After adding items to the cart, proceed to Completing Catalog Purchase/Check-out Process to complete the requisition process.

Purchase from Punchout Catalogs

A punchout catalog allows you to shop directly on a supplier-dedicated portal that shows current product inventory, and often provides the ability to configure items, such as specialized lab and computer equipment, and to use e-quotes.  Unlike hosted catalogs, each punchout site has its own user interface and look and feel, as the punchout site is maintained by the individual supplier. 

1. On the Requisitions screen, use Shop by Category in the upper-left corner or the Top Categories section, and click All Punchouts. 
   
   
   
2. Search for the products you want to purchase. Product searches vary by punchout catalog, as does the process for returning items to the shopping cart. 
3. After locating the desired item(s) in the punchout catalog, click Add to Cart to add the item(s) to the Aggie Enterprise shopping cart.  
4. Repeat steps 1 through 3 to add other items to the cart, or click to complete the cart checkout process. 

Complete Catalog Purchase/Checkout Process  

Note: There are additional fields on the checkout screen that are not used for catalog orders, but are discussed in the Non-Catalog Orders instructions.

1. After adding items you want to purchase in the cart, click , and then click Review.

2. Make sure Description/Business Purpose clearly describes the business reason for the purchase. The purpose should explain how the purchase supports teaching, research, public service, patient care, and so on. 
   
   
   
3. Review the optional Reference/PO information. The information appears on purchase reports, but it is not searchable. 
   
   
4. Review the Requisition Lines to ensure that the desired items and quantities are in the shopping cart. 

5. Review the Delivery section, which defaults to the location that was previously set up on the Requisition Preferences page. You can edit the information. When updating the delivery location, highlight all Requisition lines before changing the ship-to location so that the new location applies to all items. Reminder: You should be using the Internal address option for any delivery to a University Owned or Leased location. Each building and room is listed in the Aggie Enterprise system. The One-Time address option should only be used for non-University locations (e.g., Home Addresses or Delivery to Non-University Location).
6. Review the Billing section to ensure that the correct chart strings are entered and that any additional fields are completed if necessary.  Note: If you are using a PPM Project, you will enter this number in the Project Number field at the beginning of the billing section: 
   
   
   The R&D Exemption field indicates purchases of capital assets to be used for research that are eligible for reduced tax as part of the State of California Program.  Review the Capital Assets instructions to learn about additional requirements. 
   
   Select Invoice Requires Fiscal Approver? if the departmental chart string approver wants to review all invoices for that specific line item. 
   • Select the check box if you have any controlled substance purchases to ensure that receipt documentation is completed.  
   • By default, only invoices at or above $10K route to the departmental chart string approver for approval. 
     
     
     Taxes are calculated automatically by Aggie Enterprise, based on the types of commodities and services being purchased, as well as the delivery location.  Some commodities are nontaxable and, in those cases, taxes will not be calculated by Aggie Enterprise.  To view the taxes calculated on the Requisition, click on Calculate Amount with Tax in the upper right header to see the total taxes for the Requisition.   Although the calculation for the Requisition is at the total header level, the resulting Purchase Order will display the taxes at the individual line item level. 
     
     
     
     If there is a situation where taxes would normally be assessed but won’t be due to a tax-exempt chart string being used, or if the department holds a tax exempt certificate for specific goods, the Nontaxable indicator should be checked.  This box should not be checked if the supplier didn’t calculate tax, but taxes are still owed to the California State Board of Equalization.  It should also not be checked for a commodity that is already identified as nontaxable in the Category Name field.   

Asset Trade In Value field should include the dollar value discount being offered by the supplier when a purchase includes the trade-in of an existing university equipment.  Review the Capital Assets instructions to learn about additional requirements. 

7. (Optional) Add any Notes and Attachments if needed. Notes and Attachments are generally not used for catalog orders.  See the Attachments instructions for information on how this feature works and when attachments are required.  
   
8. After reviewing each of the sections and fields described in this procedure, click Submit. The submitted requisition will automatically route to the fiscal approver (PPM Project or Charge Account) and other approvers for specialized commodities. After the Requisition is fully approved, the resulting Purchase Order will automatically transmit to the applicable supplier(s). No manual intervention is required to transmit Purchase Orders to suppliers for catalog orders. 

Saving a Requisition Cart for Future Updates

You can either save a shopping cart to continue adding to the current requisition later, or start with a new requisition after closing the current cart.

• To return to the same Requisition later and add additional items to the same cart, click on the Save button while in the check-out screen.  To add additional items, select the Shop button near the upper right of the Requisition screen to access the main Purchase Requisitions screen. When you return to the Requisitions screen later, any items added will continue to be added to the same cart in the same Requisition. 
  • For non-catalog orders we recommend that each Requisition has only one vendor per requisition, to ensure streamlined processing and reducing the chance of any ordering issues.  However, you may combine multiple punch-out catalog orders on a single Requisition.
• If you wish to save the Requisition and not add additional items to the associated cart, click on the drop-down arrow on the Save button, and select Save and Close. This will save the Requisition, but any additional Requisition activity will start a new Requisition with a new cart.

The Recent Requisitions section of the Requisitions screen will display a status of Incomplete for any Requisitions that have been started and saved, but not yet submitted into approval routing. Click on the link of the Requisition you wish to work on, click the Actions menu in the upper right corner, and select Edit.