Jaggaer Resources

LC State has implemented Jaggaer, an online procurement system that provides an end-to-end online experience for the entire procurement process. Jaggaer includes eProcurement, Accounts Payable, and Contracts Management modules. 

Jaggaer was implemented in a combined project with Idaho State University, Boise State University, and the University of Idaho. The Jaggaer eProcurement system was selected by the Idaho State Board of Education to align our higher education institutions purchasing power.  

Click here to access Jaggaer

Click here to access Jaggaer TEST

Training

• New users will first be added to Jagger by the IT Helpdesk via the New Employee Onboarding process, or by request of supervisor.
• Employee must be given Colleague access by the Controller's Office to their department's cost centers.
• When both conditions have been met, contact Purchasing to Request Jaggaer Training. 

Jaggaer Organization Message Archive

The Jaggaer Dashboard has a message area at the top where we rotate informational messages. Here is the archive of previous messages:

Message Archive

APPROVER Role

• How to Approve Requisitions
  • How to respond to the approval request email.
  • How to log in to Jaggaer and find reqs waiting for your approval.
• How to Assign/Remove a Substitute Approver (Approvers Only) 
  • Going on vacation? Here is how to designate a temporary substitute approver while you are away.

SHOPPER Role

• How to Shop/Assign Cart
  • Shop for items, fill a cart, then send your cart to your department's Requester to complete the budget info and submit the order.

REQUESTER Role - Submitting Requisitions

• How to Place Orders from Assigned Carts 
  • When a Shopper has sent a filled cart to you to complete and submit.
• How to Place Orders (Enter Req's)
  • This will result in a Purchase Order being sent to the vendor.
• How to Edit Requisitions that have been returned
  • When your approver has returned the requisition to you to make changes or cancel.

REQUESTER Role - Submitting Requisitions When You've Received a Quote From IT

• How to Enter a Req for IT Purchases With Notes to IT
  • After you've received a quote from IT, this is how to turn that quote into an order in Jaggaer.
  • Remember to change your Shipping Address to SGC 112 if you are not located on the main campus.

REQUESTER Role - Submitting Other Types of Orders

• How to Enter Independent Contractor Payment (ICP) Requisitions
  • ICP Requisitions must be entered and approved (converted to PO) prior to any work being completed. 
  • A Purchase Order will be sent to the Independent Contractor.
  • When the services have been rendered, you will issue a Receipt (see below) to facilitate payment.
• How to Enter a Check Request
  • Advances or reimbursements to staff and/or students.
  • Stipends (cell phone, footwear).
  • Reimbursing candidates during hiring process.
  • Reimbursing for cancelled events/camps, etc.
• How to Enter a Payment Request
  • After the fact invoice (when an order was incorrectly initiated without a Purchase Order).
  • Specific situations as noted on the Payment Request form.
• How to Enter a MCD Allowance Request
• How to enter a Team Travel Advance Request (Athletics)

REQUESTER Role - Making Changes

• How to Edit Requisitions
  • Requesting that the requisition be returned by approver so that changes can be made prior to becoming a Purchase Order.
• How to Add a Distribution Method on a Req That Has Been Returned
  • All Non-Catalog POs are emailed to the supplier and must have an email address in the Distribution Method.
• How to Enter a Change Request
  • When the Purchase Order has already been approved, completed, and sent to vendor but a change needs to be made in order to pay the invoice.
  • NOTE: You do not have to select anyone for the Change Request to route to; ignore that section. The Change Request will route to the appropriate approver(s) in the same way that a requisition does.
• How to Add a Line On a PO Using a Change Request
  • When you need to add an entire line (or lines) to an existing PO.

REQUESTER Role - Receipting/Attaching Invoices

• How to Enter Receipts 1
  • Receipts are required for all Purchase Orders, except these specific request types:
    • Check Request
    • Payment Request
    • Team Travel Advance (Athletics only).
  • Requesters will enter a receipt for the Purchase Order when goods are received or services rendered.
• How to Enter Receipts 2
  • Sometimes you've entered a PO using estimated pricing. Sometimes you will not receive all items on a PO. Follow these steps to indicate that you've received an item and expect the invoices to differ from the PO prices, and to alert AP that all items will
    not be received.
• How to Attach an Invoice and Notify AP
  • If the invoice is sent to the Requester instead of to Accounts Payable, how and where to attach it to the PO and flag AP.
  • AP will also accept the invoice emailed to coap@lcsc.edu

REQUESTER Role - Misc.

• How to Separate One Cart Into Two (or More)
  • When you have multiple orders in your cart (to more than one vendor) and want to proceed with only part of the contents; this will show you how to set aside the parts you don't want to order immediately by creating a new cart.
• How to Submit a Supplier Request Form
  • How to request that a new vendor be invited to register with PaymentWorks. When the vendor registration process is complete, you will receive an email notification that your Supplier Request Form has been approved and the vendor record will be added to Jaggaer.
• How to Check PO Receipt Status and Save A Favorite Search
  • This shows how to check your POs to see which ones still need receipts, and it demonstrates how to customize the results on your dashboard so that you can easily see what is waiting for action from you.
• How to Make a PDF of a Purchase Order
  • If you need to resend the Purchase Order to a vendor, or print it. (Note that Jaggaer automatically emails the Purchase Order to the vendor using the email in the Colleague record or the one the Requestor has entered when entering the requisition. This is simply for scenarios where the vendor requests that it be sent again.)
• How to Set Up an Alternate Address for Computer Orders
  • For departments not on the main campus. IT requests that all computers be delivered to the main campus prior to being routed to satellite offices.
• Adding Items to an Existing Cart
  • Coming back to a cart and continuing to add items.
  • Note: If you have items in your cart and later come back to add more, selecting the vendor again will result in the requisition splitting into two (ore more) POs to the same vendor. This guide demonstrates how to go back in to the same cart/order.
• How to Find a Cart (Draft Req) That You've Assigned to Someone Else
  • When you need to confirm that someone has an assigned cart. Note: you won't be able to edit the cart once you've located it, it's for viewing only.
• How to Return/Replace Items Ordered from a Punchout Vendor
  • How to get back into your order and initiate a return and/or refund. You can also check shipping status or initiate a chat with customer service.

See Accounts Payable page for list of Expense Objects.