FAQ’s

Accessing AggieMart

Go to https://asc.nmsu.edu/aggiemart. There is a link on the right-hand side of the page to a form to request access. The form should be submitted as an attachment through the Aggie Service Desk.

Make sure your browser allows popups. If you continue to have trouble, contact the Aggie Service Center at ASC@nmsu.edu.

Yes. If you use Safari, you will need to click on Preferences > Privacy and un-check Prevent cross-site tracking.

Yes. For additional information on the VPN, contact ICT, https://ict.nmsu.edu/.

No. Only certain business units are live in AggieMart at this time; purchases for other units must still be made through Banner. Additionally, non-procurement transactions (e.g., IDVs) will still happen in Banner.

No, although the expectation is that fewer purchases will be made using departmental PCards. Departmental PCards can still be used for emergency purchases, air travel, and at vendors not in AggieMart.

AggieMart was built by a company called JAGGAER and was designed to interface with many different ERP systems, not just Banner. Banner does not support some of the functionality in AggieMart.

Shopping

You can look in the document history; if the budget is exceeded (per Banner budget checking rules), there will be a warning message in the history.

There are links to the pre-approval forms in the Organization Message section of the home page in AggieMart. The Aggie Service Center can provide guidance in completing the forms.

With the requisition open, click on the PR Approvals link on the left-hand side of the requisition document. This will show you where in the approval process it is. If a PO has been created, there will be a View Related Documents link that you can click to view it below the requisition number.

Payment, Shipping, and Invoicing

The Direct Pay Request Form is for vendor payments that do not require a Purchase Order.

No, this may delay or negatively impact payments and is therefore not allowed. You should review your cart before checkout to ensure there is only 1 Direct Pay Request.

This will result in an overpayment and you will need to contact the vendor for a refund and a credit memo. The refund may be sent to Accounts Payable to be applied to the departmental index.

This functionality is unavailable. You should submit 1 Direct Pay Request for each invoice, and only 1 Direct Pay Request per cart.

Shipping is now to building; you will enter the Attention, Department, and room information. If you cannot find your building in the system, contact the Aggie Service Center at ASC@nmsu.edu.

Contact Procurement Services at purchasing@nmsu.edu. These requests will be reviewed on a case-by-case basis.

Select USPS as the ship-to address; you will need to add the Attention, Department, and MSC information.

Any item having a cost that is greater than or equal to $1000.

Yes, all taggable items must be shipped to Central Receiving per NMSU policy. Central Receiving receives the item(s), enters it into inventory, and tags it with a bar-code. They will then call the contact person listed on the PO to schedule pick up or delivery.

Exceptions may be made if an item is extremely large, or requires set up and configuration by the vendor at the department’s location. During the AggieMart checkout process you must provide a valid reason for an exception in the Internal Notes and Attachments section of the draft Requisition.

Note: For exceptions, the Department will be responsible for receiving items in AggieMart

This done during the AggieMart checkout process. In the Shipping section of the draft Requisition, click on the “choose a different address” link, and then “select from org address”. Search for Central Receiving, select it for the address, and then click Save.

Note: Enter the contact person’s name and department in the ATTN and Department fields respectively.

Send an email to Aggie Service Center, asc@nmsu.edu and include the PO number.

Amazon Questions

That option is not available for business accounts at this time.

Prices in the Amazon Marketplace fluctuate constantly. Prices will “hold” in the system for seven days from the time a cart is created; if a purchase order is generated after the seven-day window, Amazon will still process the order, but there could be up to a 20% price difference.

Vendors

If you have searched for your vendor and are unable to find it, click on the Request New Vendor quick link or Request a vendor link in the search results.

Orders – Cancelling, Changing, & Contracts

When any of the following changes must be made to a Purchase Order (PO).

  • Cancel a PO
    -ONLY if order not fulfilled/received/invoiced
  • Close a PO
  • Change Line item information, such as
    – Funding changes (Index, Account Code)
    – Quantity decrease or increase
    – Cost decrease or increase
    – Add a Line
    – Cancel a Line
    – Other

Complete a Change Request in AggieMart. 

Search for your Purchase Order in AggieMart.  When the PO is found in the search results, you will select the PO number to open the PO.  Then select Document Actions → Create Change Request.    Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here). 

Use the following decision tree to determine whether your funding change can be

done on a Change Request or whether you will need to create a Journal Voucher:

ChangeReq-funding change

Use a change request to submit a cancel PO request or a close PO request to Procurement Services. 

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).

Note:  PO’s can only be cancelled if they meet these conditions:

  • Not Fulfilled
  • No Receives
  • No Invoices

Requesting an encumbrance release on a Purchase Order is cancelling or closing the Purchase Order (depending on circumstances) and completed with a Change Request in AggieMart.

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).

Open Orders may only be extended to the end of the current Fiscal Year. You will need to complete a new PO for the new Fiscal Year.

Submit a Change Order Request Form. Under the Type of Change, select “Other”; in the From field enter the current end date, and in To field enter the new end date. In the Reason for Change explain that you want to extend your open order.

Guidance about copier rental agreements (contracts), can be obtained by contacting Procurement Services purchasing@nmsu.edu. They can suggest vendors and things to look for when negotiating a proposed contract with a vendor.

Begin by placing an Open Order in AggieMart, then attach the draft contract to the Internal Notes and Attachments section of the Requisition and place the order. The draft contract will be reviewed by Procurement Services and approved if it is acceptable.

An Open Order is a PO that is received using a dollar amount as opposed to a quantity. In the case of copier contracts, Departments agree to pay a certain amount for the copier rental & maintenance over a term period, usually 1 year. Departments are then invoiced monthly by the vendor. In turn, Departments will “receive” the “cost” of the invoice for the month.

Begin by placing an Open Order in AggieMart and selecting the vendor you have a copier contract with. Then, from within your Shopping Cart, click on the “choose contract” link in the Product Description section. Ensure the contract has your Department name in the title. If so, click the radio button to select it, and then click OK.

Submit a Change Request

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).

Submit a Change Request

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).

Submit a Change Request

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).

Submit a Change Request

Search for your Purchase Order in AggieMart. When the PO is found, open the PO. Then select Document Actions → Create Change Request.  Instructions on how to complete a Change Request are found in the Change Request user guide in the AggieMart User Guides.  (Change Request Guide found here).