Important dates are posted on this page, including deadlines that will help UC Davis transition to Aggie Enterprise.
- Overview
- Important Supplier Record Dates
- Important Purchasing Dates
- Important Accounts Payable Dates
- Important Travel and Entertainment Dates
- Important Online Pre-Purchasing (OPP) System Deadlines
- Prepare Now
- Cutover Emergency Order Process
- Questions?
Overview
With a major system transition, downtime is necessary between the old systems being deactivated and the go-live of the new system. This downtime ensures that the previous data has properly posted to the general ledger and allows time to complete data conversion.
- AggieBuy and the Kuali Financial System (KFS) will not be available for order or payment processing once they are deactivated.
- Historical KFS and AggieBuy data will be available when Aggie Enterprise goes live, but the range of data and the system location is still to be determined. The UCOP Retention Schedule will be used to determine how long data will be available.
- AggieExpense will be temporarily unavailable for expense reconciliation to allow for the Aggie Enterprise implementation. This will not impact the ability to book travel through AggieExpense, or use Travel or Procurement Cards to make purchases.
- Learn about what KFS (AggieBuy) Purchase Orders and Purchase Agreements will transition to Aggie Enterprise.
- As this project continues to evolve, dates are subject to change. We do our best to keep date changes to a minimum as much as possible. If any dates change, this page will be updated accordingly. We appreciate your understanding.
Important Supplier Record Dates
All deadlines are 5pm PST on listed date unless otherwise noted.
November 2023
- Last day to submit a request for a new supplier record or request edits to an existing supplier record in KFS that will convert to Aggie Enterprise: November 9, 2023
January 2024
- Begin requesting new suppliers or edit existing ones in Aggie Enterprise via the new process: January 4, 2024
Important Purchasing Dates
If your department utilizes a pre-purchasing system or process, please allow extra time for completing those steps in order to meet the applicable KFS or AggieBuy deadlines.
All deadlines are 5pm PST on listed date unless otherwise noted.
November 2023
- Last day to create new Requisitions and Purchase Agreements (including Revenue Agreements) and/or create change orders to existing Purchase Orders or Purchase Agreements in the Kuali Financial System (KFS): November 22, 2023
December 2023
- Last day for department approval of KFS Requisitions and Purchase Agreements: December 1, 2023
- Any Requisitions not fully approved or at the Procurement & Contracting Services Control Desk at this time will be disapproved.
- Last day to create and approve new AggieBuy Requisitions: December 8, 2023
- Any AggieBuy Requisitions not fully approved by this time will be disapproved.
- Last day to close Purchase Orders in KFS/AggieBuy: December 8, 2023
- Last day to create Line Item Receiving documents in KFS: December 11, 2023
- Last day to process AggieBuy Receipts: December 15, 2023
January 2024
- Aggie Enterprise Requisitions available to departments: January 4, 2024
- This access includes both catalog purchasing and non-catalog Requisitions.
Important Accounts Payable Dates
All deadlines are 5pm PST on listed date unless otherwise noted.
December 2023
- Last day to create Credit Memo and Payment Request documents in KFS: December 11, 2023
- Last day to approve Credit Memo and Payment Request documents in KFS: December 12, 2023
- Any Payment Requests or Credit Memos not fully approved by December 12, 2023 will be disapproved.
- Last day to create Disbursement Voucher (DV) documents in KFS: December 18, 2023
- Last day to approve Disbursement Voucher (DV) documents in KFS to be fully approved: December 22, 2023
- Any Disbursement Voucher documents not fully approved by December 22, 2023 will be disapproved.
January 2024
- Departments will be able to request non-PO invoice payments via an online form: January 4, 2024
- PO invoice processing will automatically be done by the central AP team.
Important Travel and Entertainment Dates
All deadlines are 5pm PST on listed date unless otherwise noted.
December 2023
- Last day to submit a report, cash advance, or a card program request in AggieExpense using old Chart of Accounts: December 15, 2023
- After this time, no new expense/reconciliation reports can be created in AggieExpense.
- Travel requests and booking, including airline/lodging/hotel reservations can continue to be made in AggieExpense during this time.
- Last day for departments to approve existing reports and requests in AggieExpense: December 18, 2023
- Any reports or requests not approved by December 18, 2023 will be disapproved and sent back to the user. The user will need to update the allocation and resubmit the report/request when AggieExpense access is available again on January 15, 2024.
January 2024
- AggieExpense reconciliation and report creation available: January 15, 2024
- Expense reconciliation and report deadlines will be extended for transactions that post between mid-December and mid-January, beyond the usual timelines. Tax Reporting & Compliance will extend the usual 60-day deadline to 90-days for expense reconciliation.
Important Online Pre-Purchasing (OPP) System Deadlines
All deadlines are 5pm PST on listed date unless otherwise noted.
For partners using OPP, please note that these dates are earlier than the general dates listed above, to account for the routing and approvals within OPP.
November 2023
- Supplier set-up requests and supplier edit requests made through OPP: November 6, 2023
- Purchasing requests and purchase agreements requested through OPP: November 17, 2023
December 2023
- One-time payments on the Disbursement Voucher (DV), requested thru OPP (payee must already be added): December 14, 2023
Questions?
Contact us at scmcomms@ucdavis.edu.