When the new system is complete and fully operational it will provide the following services:
- eProcurement (ePro) This module provides the one stop shopping environment for all goods and services. eProcurement is very customizable and scalable based on the needs of the University. Powerful vendor catalogs and punch out functionality create an intuitive environment for online shopping. eProcurement will often be the landing spot for most of the campus community when first entering the eProcurement Source-to-Settle environment
- Accounts Payable (AP) This module helps automate invoice processing. It leverages e-Invoicing technology, a vendor invoicing portal, and a robust advance dynamic workflow engine to fully automate the invoice process. This module is geared at driving down invoice cycle times, adding transparency for vendors into the payment process, and automating tedious paper processes where possible, to provide enhanced e-Invoicing accounts payable process, real-time visibility and direct interaction with vendors, sales orders, and invoices, which can lead to payment discounts.
- Vendor Management This module handles vendor enrollment and vendor management, allowing for automated vendor communication and onboarding, vendor qualification review, vendor risk management, and alerts for documentation expiration. Integration of this module with the other modules allows for vendor onboarding to be initiated early on in the procurement cycle instead of at the payment phase to automate vendor management.
- Contract Management This module provide end-to-end Contract Lifecycle Management, allowing stakeholders greater transparency into the contract process. This module also provides a single repository for contracts, a large library of standard templates for various contracting needs, and real-time updates to contract documentation.
- Sourcing This module provides sophisticated tools to help create sourcing events, manage bids, and award contracts, while also offering a configurable workflow to ensure sourcing events, bids, and contracts are routed through proper stakeholders automatically. This module also offers a self-service access for vendors so they can easily see events, or bid opportunities to provide a means to create events, manage bids and award contracts automatically.
- Shoppers: NMSU employees that will have access to shop in the AggieMart marketplace for supplies and services. After creating a “shopping cart” with their selected goods and/or services, a Shopper assigns their cart to their department or “Purchaser” to place the order.
- Purchasers: The Purchasers for their unit have the responsibility to submit transactions to requisition workflow. Purchasers review the carts that are sent to them from their respective business areas, ensure index, account code (if entered, not required) and other information is accurate, and submit the order. Additionally, Purchasers can build and submit carts from scratch without a Shopper’s involvement, but only Purchasers can submit transactions to workflow. For orders under $1,000, workflow will send the orders to the Service Center for approval and then to the vendor for fulfillment, except for transactions requiring special approvals. For orders over $20,000, the system will route the transaction through Budget Authorization, Aggie Service Center, Procurement Services, and other reviews and/or approvals, as appropriate.
- Approvers: Workflow is configured to invoke Aggie Service Center, Procurement Services, and other applicable review and approval. To expedite low-dollar transactions, the Purchaser role will have purchase authority under $1,000 and is responsible for ensuring that the purchase meets NMSU business expense policies. Transactions $1000 and over will require Department Approval. The Service Center will approve all transactions. Transactions over $20,000 will require approval by Procurement Services.
AggieMart Purchase Authority Levels:
- Purchaser – under $1000
- Department Approver – $1000 and over
|Shopper||A University employee that can interact with all of the available procurement services within AggieMart. This role can prepare draft carts, but cannot submit a request for approval. This role must assign a draft cart to a Purchaser for a request to be submitted for approval on their behalf.|
|Purchaser||A University employee delegated purchase authority to submit orders for approval. Purchasers can build carts from scratch or can receive assigned carts from Shoppers. Additionally, Purchasers act as the Budget Authority for orders under $1,000. As a result, orders under this dollar threshold will observe an expedited approval path.|
|Department Approver||A University employee delegated the authority to approve documents (requisitions, PO Revision, or invoices). Approver can be assigned to a specific Finance Org. Approvers can take action on documents within AggieMart or using the mobile application or email approval functionality.|
|Shopping Cart||The area of AggieMart where the Shopper or Purchaser places goods or services in advance of submitting for approval. A shopping cart that is submitted for approval transition into a Requisition.|
|Requisition||A electronic request that has been prepared and submitted for approval. A fully approved requisition will automatically be assigned a Purchase Order.|
|Purchase Order||A legally binding contract sent to a supplier authorizing shipment of a product to the customer at a specified price and terms.|
|Catalog Order||Contracted items hosted within AggieMart. Easy platform without the need to visit the supplier’s website.|
|Punchout Order||Contract and Non-Contract items hosted on the supplier’s website.|
|Account Code||Standardized accounting code to classify the procurement of goods and services. Required component of the Index & FOAPAL entry.|
|Non-Catalog Request Form||Traditional requisition request requiring quantities, unit prices, product descriptions, supplier selection, and a procurement checklist.|
|Supplier Invoice||The itemized bill for goods sold or services provided containing individual prices, the total charge and the terms.|
|e-Invoice||Electronically transmitted invoices delivered directly to Aggiemart by suppliers.|
|Receipt||Acknowledgement of goods received/services rendered.|
|Two-Way Matching vs. |
|Three-way match requires PO quantities, invoice quantities, and receiving quantities to agree before payments are processed. A three-way match is required on a Purchase Order for goods equal to or greater than $1,000. The ordering department is required to enter receiving on all POs greater than $1,000 except if goods are shipped to central receiving Warehouse.
Two-way match requires PO quantities and invoice quantities to agree before payments are processed. Receiving information is not required.
|Check Request Form||Automated form used for the following types of activity: Stipend/Training Allowance, Awards/Prizes, Honoraria/Limited Engagements, Participant Payments (paid to payee), Consignment Sales, Entertainers, Royalties/Licensing, Travel Reimbursements (Non-Employee Receipted), Participant Payment to Sponsor, Foundation Transfers.|
- Overview (PowerPoint)
- Getting Started
- Supporting Documentation
- Checking Out
- Quick Reference
- AggieMart Icons
- Dual-Year Processing for Fiscal Year End
- Attach a Contract to an AggieMart Cart
- User Profiles
- Shopping Carts
- Things to Remember
- Invoice Numbering Guidelines
- Special Requirements Guidelines