Purchasing in Jaggaer
Jaggaer is TCU’s eProcurement software for all goods and services purchases not made with a university-issued credit card. Users have the option of both catalog and non-catalog purchasing in Jaggaer. Users should reference the procurement policies frequently to ensure they are obtaining the best value goods for their unit and the university.
The order for non-catalog purchases is obtaining a quote, completing a requisition in Jaggaer, receiving the goods/services, obtaining an invoice, and attaching the invoice to the original purchase order. A requisition turns into a purchase order when fully approved, and must be completed prior to a supplier providing goods and/or services to TCU.
Not sure which purchasing method you need? Visit the Jaggaer Access & First Steps Page to learn about Jaggaer’s features.
Understanding Invoices
Invoices must be submitted for payment- statements are not accepted. A Purchase Order must be completed prior to a supplier providing goods and/or services to TCU.
The invoice MUST have the correct remit-to address listed on the invoice. The matching remit-to address must also be selected in Jaggaer, below the supplier fulfillment address.
Non-Catalog Manual Invoice Guide - PPT - This guide covers how to manually attach an invoices to an existing purchase order.
The following information MUST be on invoices:
- Supplier payee name and remit address
- Bill to/ship to TCU
- TCU contact
- Purchase Order or Contract Number
- Terms (Net 30, unless specified by a contract)
- Invoice Number - Use the Invoice Numbers Format in the rare event one is not provided by the supplier.
- Invoice Date
- Clearly marked invoice total
- Separate line item charges and brief description for each item or service
- Sales tax when applicable (see below for Tax Exemption Status)
Do not submit an invoice or Payment Request for a purchase order- attach it to the existing purchase order.
If the service is being provided by a TCU employee, do not use the payment request button. Contact HR to find out if the employee should be paid through an ePAF. If HR says payment should go through Accounts Payable, please send the payment request to APInvoices@tcu.edu .
Purchasing from Jaggaer Punchout Catalogs
Jaggaer Catalog allows users to access and shop for goods on a supplier's online catalog. The cart items are returned to Jaggaer to automatically issue a purchase order and dispatch to the supplier for fulfillment. This allows the departments to manage their purchasing processes, and includes issuing an invoice and/or credit memo automatically for payment when using the Jaggaer Catalog.
When I click on the Amazon tile in Jaggaer, the page tells me the punchout will open in a new window, but nothing happens.
This means your browser is blocking the pop-up window. Enable pop-ups using the browser's instructions, or reach out to IT support if you need further assistance.
Am I able to make purchases through Amazon Business without accessing Jaggaer?
No. Business purchases with Amazon should only be made through Jaggaer.
Non-Catalog Purchasing
Non-Catalog Item refers to a product or service that is not found in Jaggaer System's established punch-out catalogs. This means that item information- such as description, price or quantity- needs to be manually entered when creating a requisition or purchase order. This information can be entered based on the supplier's quote obtained prior to creating a requisition or purchase order.
Goods: "Goods" refers to physical or tangible items or products that are purchased including raw materials, equipment, inventory, and/or supplies.
Services: "Services" refers to intangible offerings from a supplier often involving labor, expertise, or specialized skills, rather than physical or tangible goods.
Preferred Service Providers: "Preferred Service Providers" are vendors or suppliers that have been designated by TCU as the preferred choice for a particular category, either through a specific or university-wide contract. View the Preferred Service Provider List.
The first step is to obtain a quote from a supplier.
After obtaining a quote from a supplier, create a requisition in Jaggaer using the non-catalog option, and complete it using the information from the quote.
Non-Catalog Process Guide - PPT
Once the requisition is approved, is becomes a Purchase Order, or PO, and dispatches to the supplier electronically for fulfillment. A Purchase Order must be completed prior to a supplier providing goods and/or services to TCU.
After the goods have been delivered and/or services completed, an invoice will be provided by the supplier. This is entered manually into the corresponding Purchase Order, or PO, for payment. The invoice details and remit-to information must match the PO for payment to be issued. The PO can be modified or updated to match the invoice, if necessary.
DO NOT submit a purchase order invoice or request for payment using the "Payment Request" button in Jaggaer.
Handling Returned Requisitions
If your requisition was returned, it is important to identify why it was returned and act accordingly.