Jaggaer Resources
Jaggaer eProcurement System
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.
Training and Resources
Training
Contact Purchasing to Request Jaggaer Training.
More training opportunities to come - check back for updates!
Jaggaer Process Guides
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 Place Dell Orders Using a Quote
- After you've received a quote from IT, this is how to turn that quote into an order in Jaggaer.
- 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 Other Types of Orders
- How to Enter Independent Contractor Payment (ICP) Requests
- Jaggaer allows you to enter the ICP request prior to any work being done.
- 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 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.
- 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
- The process to create a receipt has been simplified to the Quantity Receipt option
only. - Receipts are required for all Purchase Orders, except these specific request types:
Check Request, Payment Request and Team Travel Advance (Athletics). - Requesters will enter a receipt for the Purchase Order when goods are received and services rendered.
- The process to create a receipt has been simplified to the Quantity Receipt option
- 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.
- 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
- 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.
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 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.
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Jaggaer Navigation Videos:
Topics: Site navigation (how to set bookmarks), user profile management (update shipping address in the user profile, set default account codes), and user permissions
Applicable to: ALL Roles
Topics: How to shop on a punchout catalog, return to the cart, and proceed to checkout (assign cart or place the order). How to assign a Cart Assignee.
Applicable to: Shopper, Requester
Topics: How to shop from a non-catalog supplier, proceed to checkout (assign cart or place the order). How to add notes or attachments (such as quotes from vendors).
Applicable to: Shopper, Requester
Topics: How to find an assigned cart, edit, return cart with notes to Shopper, assign the cart to another requester. How to find issues that need correction, make corrections, and place orders. How to see the next steps in “What’s next for my order?”.
Applicable to: Requester
Topics: How to find requisitions to approve and quick view and view full details of the requisition. How to Assign to Self, return to requisitioner, reject a requisition, forward approval, view “What’s next”, and approve. How to review requisitions you have approved.
Applicable to: Approver
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Other Resources