Overview

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

Intended Audience

The primary audience for this guide is departmental purchasing staff. 

Oracle Roles Required to Use this Guide

UCD Purchasing Requisition Entry JR 

Navigation Path

Log in to Aggie Enterprise > Procurement > Purchase Requisition 

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. 

1. Log in to Aggie Enterprise. 
   
   
2. Click on the Procurement tile, and then the Purchase Requisitions tile.
    
3. If not already completed, set up Requisition Preferences. Without completing this step, it won’t be possible to complete a Requisition. 
   
   
4. To search hosted catalogs, on the Requisitions screen, enter the desired search criteria in the search field in the middle of the screen (e.g., pencil, beaker, floor wax). No wildcard is required, and search results can be sorted by price (high/low) and relevance (key word). 
   
   
5. An alternate way to search is from the upper left corner in the Shop by Category drop-down menu and clicking on the desired catalog.
   
   
   6. Users can add one or more items to compare features, attributes, and prices.  
   
   

   7. Users can also add items to a Shopping List to expedite future purchases of the same item(s). 

   After clicking on the Add to Shopping List button, click on the + icon, and enter a name for the shopping list (e.g., Lab items for Dr. Smith).  
   

   Click on the Save and Close button, and the item will be added to the shopping list. 

   The items can be accessed at any time from the Shopping Lists menu available towards the top of the Requisitions screen.

8. Add items to the shopping cart by clicking on the shopping cart icon after entering the desired quantity. 


9. After adding items to the cart, the Requisition is ready to be completed with the cart check-out process described below. 

Punchout Catalogs

A punchout catalog allows a shopper 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. 

Steps

1. On the Requisitions screen, use the Shop by Category drop-down menu in the upper left corner OR the Top Categories section and clicking on the All Punchouts link. 
   
   
   
2. Product searches vary based on the 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 the Add to Cart button to add the item(s) to the Aggie Enterprise shopping cart.  
4. Repeat steps 1 through 3 above to add multiple items to the cart or click on the shopping cart button to complete the cart checkout process 

Completing Catalog Purchase/Check-out Process

1. After locating the desired item(s) in the hosted or punchout catalog, click the Add to Cart button to add the item(s) to your Aggie Enterprise shopping cart.  Repeat the process above to add multiple items to your cart, or click on the shopping cart button to complete the cart checkout process. 
      
   
   
   
   
2. Once in the shopping cart, be sure that the Description/Business Purpose field clearly articulates the business reason for the purchase. How does the purchase support teaching, research, public service, or patient care? 
   
   
   
3. Repair and/or Service Location and the Where will services be performed (provide city and state) fields should be completed for applicable purchases. These fields are required for tax and insurance purposes. 
   
   
4. The Confirming Order field should be selected if the purchase request is being processed after the purchase has already been completed. These are considered unauthorized purchases.  This process also requires the completion and attachment of the Confirming Order Justification form.
   1. If the Confirming Order field is selected, the Requisition will route to Procurement & Contracting Services for review and approval. 
      
      
5. Reference/PO field is optional.  This field is not searchable but does appear on purchasing reports. 
   
   
6. Need Buyer Review box should be checked only to force route the Requisition to a buyer in Procurement & Contracting Services. This box is not commonly-checked as purchases that require buyer review and approval automatically route to Procurement & Contracting Services.  An example of when this box would be checked is if purchasing items where the supplier is requesting an official university signature or other approval of terms and conditions as part of the purchase. 
   
   
7. Review the Requisition Lines to ensure that the desired items and quantities are in the shopping cart.  If needed, quantities can be modified, or the lines deleted. 
   
8. The Delivery section defaults the content that was previously set up on the Requisition Preferences screen, but this information can be edited if needed. 
   
   
9. Review the Billing section to ensure that the correct chart string(s) are entered and that any additional fields are completed if necessary: 
   
   The R&D Exemption field is to indicate 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. 
   
   Set the Invoice Requires Fiscal Approver? Indicator to yes if the departmental chart string approver wants to review all invoices for that specific line item. 
   • This box should be checked for 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. 
     
     
10. The Notes and Attachments section can be used to add a note to the supplier, or to add attachments.  See the Attachments instructions for information on how this functionality works and when attachments are required.  
    
11. After reviewing each of the sections and fields described above, click on the Submit button to submit the Requisition into routing. 
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13. The submitted Requisition will automatically route to the fiscal approver (PPM Project or Charge Account) and other approvers for specialized commodities.  Once 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.