Purchasing in Jaggaer
Jaggaer is TCU's eProcurement system for purchasing goods and services that are not paid for with a University-issued purchasing or travel card. Depending on what you are purchasing, you may use a supplier catalog or a Procurement Form to submit your request.
Before making a purchase, ensure the item or services provides the best value for your department, and review the Procurement Policy Appendix B to verify if your purchase does not require a Purchase Order.
Procurement Forms Purchasing Process
- Obtain a quote, estimate, contract, or other itemized document from the supplier.
- Submit a requisition in Jaggaer using the appropriate Procurement Form.
- Once all the approvals are complete, the requisition becomes a Purchase Order, or PO.
- The supplier provides the goods or services.
- Obtain the supplier invoice and attach it to the original Purchase Order for payment processing.
A Purchase Order must be fully approved before a supplier provides goods or performs services for TCU.
Not sure which purchasing method you need? Visit the Jaggaer Access & First Steps Page to learn about Jaggaer’s features.
Purchasing from Punchout Catalogs
Jaggaer Catalogs allow users to shop directly from TCU-approved supplier catalogs within Jaggaer. Items added through a catalog are returned to Jaggaer as a requisition, which automatically creates a Purchase Order once fully approved and sends the order to the supplier for fulfillment.
The payment process is also automated, eliminating the need to manually attach an invoice to the Purchase Order. This streamlined process allows departments to complete the approval process once and reduces additional steps after the order is placed.
When I click on the Amazon tile in Jaggaer, the page tells me the punchout will open in a new window, but nothing happens.
Your browser may be blocking the pop-up window. Enable pop-ups using your browser's instructions, or contact IT support for additional assistance.
Am I able to make purchases through Amazon Business without accessing Jaggaer?
No. Business purchases with Amazon must be made through Jaggaer. If you need to purchase gift cards for research purposes, contact the Card Administrator through Concur@tcu.edu.
Procurement Forms
A Procurement Form is used to purchase goods or services that are not available through an established Jaggaer Punchout Catalog. Unlike catalog purchases, item information such as description, price, and quantity must be manually entered when creating the requisition.
The information entered into the requisition should be based on documentation provided by the supplier, such as a quote, estimate, contract, or other itemized document obtained before creating the Purchase Order.
Step 1: Obtain Supplier Documentation
Obtain a quote, estimate, executed contract, or other documentation that details the cost and goods or services being provided.
This documentation is not an invoice. Goods or services must not be provided until the requisition has completed the approval process and becomes a Purchase Order.
Step 2: Submit a Requisition
Create a requisition in Jaggaer using the appropriate Procurement Form and enter the information provided by the supplier.
Select the appropriate form based on your purchase:
- Goods: Physical or tangible items that are not available through a Jaggaer Punchout Catalog.
- Services: Services, labor, expertise, specialized skills, or customized goods.
- Preferred Service Providers: Services provided by suppliers with an active TCU agreement.
Once all approvals are complete, the requisition becomes a Purchase Order and is electronically sent to the supplier for fulfillment.
A Purchase Order must be fully approved before a supplier provides goods or performs services for TCU.
Step 3: Attach the Invoice to the Purchase Order
After goods are delivered or services are completed, the supplier will provide an invoice. The invoice must be manually attached to the corresponding Purchase Order for payment processing.
The invoice remit-to information must match the Purchase Order information before payment can be issued. If needed, the Purchase Order can be updated to match the invoice.
Do not submit an invoice through the Payment Request button in Jaggaer when an active Purchase Order exists.
Use the Goods Procurement Form to purchase physical or tangible items, including equipment, supplies, inventory, or raw materials, that are not available through a Jaggaer Punchout Catalog.
If an item is customized or includes services, use the Services Procurement Form instead.
Use the Services Procurement Form to purchase services or customized goods that are not available through a Jaggaer Punchout Catalog.
Services may include labor, expertise, specialized skills, or supplier-provided customization.
Preferred Service Providers are suppliers with an active contract or Master Service Agreement (MSA) with TCU. Using a Preferred Service Provider allows departments to use an established agreement rather than beginning a new contract review process.
View the Preferred Service Provider List on the Contracts page.
After completing any Procurement Form process, invoices must be attached to the corresponding Purchase Order for payment processing.
Do not submit a purchase order invoice or request for payment using the "Payment Request" button in Jaggaer.
Paying an Invoice
After goods are received or services are provided, a supplier will issue an invoice to request payment.
Invoices must be attached to the original Purchase Order in Jaggaer for payment processing. Do not submit an invoice as a Payment Request when an active Purchase Order exists.
The invoice remit-to address must exactly match the remit-to address listed on the Purchase Order and selected in Jaggaer for payment. Statements or account summaries are not acceptable forms of invoices.
If services are being provided by a TCU employee, do not use the Payment Request option. Contact Human Resources to determine whether the employee should be paid through an ePAF. If HR determines payment should be processed through Accounts Payable, submit the payment request to APInvoices@tcu.edu.
Invoices must include the following information:
- Clearly identified supplier payee name and remit address
- Bill-to and ship-to information for 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 identified invoice total
- Separate line-item charges with a brief description of each item or service
- Sales tax when applicable (see below for Tax Exemption Status)
When a supplier provides an invoice, it must be attached to the existing Purchase Order to initiate payment. A new JINV or Jaggaer Invoice number will be issued and show under related documents on the PO.
How To: Manual Invoice Process - PDF
How To: Manual Invoice Process - Video (3:14)
This process may also be referred to as:
- Matching an invoice to a Purchase Order
- Manually attaching an invoice to a Purchase Order
- Completing the manual invoice process
Navigating Procurement Forms
Jaggaer provides more information about a Purchase Order than just payment and item details.
The Navigation and Workflow guide explains how to:
- Access procurement items through My Purchase Orders.
- Understand the information displayed in each dashboard column in My Purchase Orders.
- View related documents, including requisitions, Purchase Orders, invoices, and Change Requests.
- Monitor the approval workflow and current document status.
Guides
How to Process Change Requests
Change Requests are used to update an existing Purchase Order to either amend the original amount on existing line items, or to add a line item, such as shipping, to an existing PO.
Handling Returned Items
Requisitions, Purchase Orders, Change Requests, and invoices may be returned to the submitter for correction or rejected. Rejected items cannot be edited and must be recreated, if needed.
When an item is returned, review the Comments tab to determine why it was returned and what changes are required before resubmitting.
The following guides demonstrate the process using returned invoices, but the same steps apply to other returned procurement documents.