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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.

>> Watch the video about this topic. 

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
• After the Requisition is Submitted
• Save and Return to a Requisition Later

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 Requester and Location that was previously set up on the Requisition Preferences page. If updating this information, highlight all Requisition lines before changing the information, so that the new information applies to all items. NOTE: If updating the Requester name, you will be required to re-enter the desired delivery location as well.  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.  Refer to the guide on selecting a GL Account or PPM Project if needed.  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.  If using a PPM Project and purchasing items that meet the capital asset definition, be advised of the Expenditure Type field and adjustments that may be necessary.
   
   
   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, with the exception of punchout catalog orders where separate line item shipping charges will not transfer to the Aggie Enterprise Requisition.  In those cases, the Requisition initiator should add a note indicating to the approver what the shipping cost will be.  The shipping cost will be automatically billed on the subsequent invoice.  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.

After the Requisition is Submitted

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. 

Start and Return to a Requisition Later

If you want to start a requisition and return to it later to edit and submit, read more details on how to Save a Requisition Cart for Future Updates. 

Video: Catalog Purchasing