Supply Chain

This limited-edition newsletter delivers bi-weekly updates and guidance on fiscal close activities through July 2024. Please note that deadlines featured here are set by central offices, and your department might have earlier deadlines to manage workload and business processes effectively. For additional details, reach out to your department's business office.

Review the previous edition of Fiscal Close Focus

Recently, the Supply Chain Management data team learned that some travel and expense transaction data from the period of January 2024 through the end of May 2024 did not transfer into Cognos. The issues that caused the missing data have been identified and resolved.

To ensure you are aware of any relevant missing travel and expense data, we recommend reviewing the following spreadsheets:

This is an advisory for departmental fiscal approvers regarding outstanding Accounts Payable Invoice documents in Aggie Enterprise that may be awaiting your approval. 

This message provides clarification on trade-ins versus supplier discounts, and how to process the Requisition in each case:

Due to a backlog of Payment Requests at this time, there may be a longer than average delay in processing. Please know the AP team understands the importance of getting these payments processed and is working hard to do so in a timely manner.

After the Payment Request is submitted to the Accounts Payable (AP) team, the team confirms that all supporting documentation has been included on the Payment Request PDF and then processes the request as soon as possible on a first-in, first-out basis.

Before Aggie Enterprise went live, suppliers were asked to select a university preferred payment method. This is part of a system-wide strategy to encourage suppliers to accept payments that are more secure and to reduce administrative costs to the University. Those suppliers that did not select an option were defaulted to NET 60 payment terms for future orders and invoices. NET 60 indicates a payment will be issued within 60 calendar days from the invoice date.

We are pleased to announce that the CDWG catalog is now available as another one of the catalogs in Aggie Enterprise.  Featured items include, but are not limited to, computer desktops, servers, laptops, peripherals, software, telephone, power, and computer storage units.

When submitting a Payment Request for an invoice not associated with an existing Purchase Order, be sure to include all applicable supporting documentation (receipt, bill, invoice, shipping label) with the initial Payment Request PDF document.  Do not send supporting documentation separately from the initial request, as this creates additional system requests and slows down the process of getting your initial request pr