Getting Started in Jaggaer eProcurement
Jaggaer eProcurement live on 8/3
Jaggaer is the online application used to manage eProcurement, contracts, and vendors at WWU. Once users log in to Jaggaer, the eProcurement functions allow authorized employees to place and approve orders (requisitions) for good and services directly to vendors at contracted rates.
All Western employees can log in to Jaggaer with their universal ID and password to browse the online catalogs. However, only those with financial authority can make and approve purchases.
Jaggaer eProcurement User Guides
Register for a Jaggaer Training
To support a smooth transition, the implementation team is offering role-based training sessions covering both eProcurement and Contact functions. All sessions are 90 minutes and include a system overview and hand-on access to a test environment. Participants will learn system navigation, how to place orders, request contracts, and use the search and dashboard features.
Jaggaer eProcurement Training Sessions
View all available dates on the eProcurement Training Calendar.
Session 1: eProcurement Requester
This session covers system navigation and dashboards, setting up your profile (shipping address and FOAPAL defaults), shopping and cart management, adding funding information, and reviewing workflows.
Session 2: eProcurement Approver
This session covers system navigation and dashboards, profile setup, the approvals dashboard, and reviewing and approving orders both within Jaggaer and through approval emails.
Get Started in Jaggaer
User Roles
In the Jaggaer system, roles are the designations given to users that define their permissions.
| Role | Permissions |
|---|---|
| Shopper | The shopper can start an eProcurement shopping cart and fill it with the goods or services being requested. When the shopping cart is completed, the shopper must assign the cart to a requester. |
| Requester | Requesters accept shopping carts from shoppers, complete the requisition form, and then submit the requisition into the approval workflow. Requestors can also start and fill shopping carts. |
| Approver | Approvers approve requisitions that have been submitted into approval workflow by a requester. |
| Vendor | An organization or company where goods and/or services may be purchased by your organization. |
Dashboards
Once logged in, the system will take you to the home page dashboard. As a shopper or requester, this will be the shopping home page below.
Scroll down to view more shopping and widgets options.
To view the dashboards assigned to the user, click the Profile icon and select Dashboards.
You can browse through the different dashboards you will have access to based on the role(s) you have in your user profile.
While going through the dashboards, if you decide that a different dashboard would be more useful as your primary interface, you can choose it as your home page. By clicking on Set My Home Page (see screenshot below).
| Term | Definition |
|---|---|
| Requisitions (Request, Purchase Order, Purchase Request) | A requisition is a request for a purchase order. A requisition is a document created by a requester based on a shopping cart and contains all the details of the proposed transaction. Completed requisitions are submitted for approval, and once fully approved are the basis for generating purchase orders to suppliers. |
| Non-Catalog Requisitions | Non-catalog requisition includes goods or services that are NOT requested or purchased through a punch out or hosted catalog in the eProcurement application. A non-catalog supplier is a supplier that is NOT represented by a catalog in the eProcurement application. |
| Catalog Requisitions | Catalog requisitions include goods/services that are purchased via a catalog supplier (punchout/hosted catalog). |
| Catalog Supplier | A catalog supplier is a company whose online catalog is accessible directly from within eProcurement. Shoppers can select items from the catalog and transfer them directly to an ePro shopping cart for check out and purchase. Usually, special terms such as discounts, free shipping, etc. are negotiated. Catalogs are the simplest way to make a purchase in ePro and the preferred method for conducting business. Supplier catalogs in ePro may be either punch out or hosted catalogs. |
| Punchout Catalog | Punch out catalogs are live and active online shopping webpages supported by the supplier. A supplier's punch out catalog is often the same as their public e-commerce website. |
| Payment Requests | A Payment request is a request to pay an invoice for a transaction that was conducted without a PO and that can be classified with an allowable account code. |
Purchase Orders (Order, PO) | An approved requisition that generates a purchase order that is sent to the supplier. The approved Purchase Order creates a commitment against the accounts charged. |
| Shopping Showcase | A collection of supplier Stickers (aka tiles), often grouped by category or function. Users can click on the sticker to either enter the supplier’s Punch-out or search their Hosted Catalog. |
| Workflow | Workflow is a sequence of steps involved in moving from the beginning to the end of a process. Workflow steps may include approvals, such as for fund source; or there may be system steps, such as validating information entered on a form. |
| Approval Workflow | Approval workflow is the automated process of seeking approvals for requisitions for purchase orders. The eProcurement system manages the approval workflow process according to the pre-programmed approval rules which are based on multiple factors, including requisition cost, the type of goods or services being purchased, the type of budget or grant account being used, requester spending limit, etc. A purchase order is issued when a requisition has been fully approved. |
| Receiving in Jaggaer | There isn’t actual receiving in Jaggaer you will need to add notes to the comments section of the PO once completed and add the Accounts Payable email address so they will know you have received the goods or services ordered. |
In Jaggaer, you can manage default accounting codes for your user profile for an efficient checkout process. Navigate to your user profile by clicking the Profile icon in the top right of the application and select Default User Settings, and then Custom Field and Accounting Code Defaults. In the middle tab, titled Codes, you can click the Edit button to create a default value for your user profile.
Click Code Favorites then Add and Search for the value(s) to be added to your list.
Once you have added the value(s) to your list for that field, you can set the default for that value by checking the box for Default and clicking Save.
You will then be able to see the default value being applied for your accounting code defaults on your user profile.