Updates needed to support the coming Aggie Enterprise changes in 2023
Aggie Enterprise is the new financial system that will replace KFS. It will be used for all financial transactions including purchasing, accounting, and reporting.
November 22, 2023 And this has passed so you can no longer complete orders in KFS from PrePurchasing.
January 3, 2024
Use a P-card or Travel and Entertainment card when allowable. Check with your department and the card program with questions or exceptions. Use the Cutover Emergency PO Request process.
They will be frozen in place and continue to be used. Org Codes determine much of the permissions and order identifiers and can’t be replaced with Aggie Enterprises departments. If needed, submit a help ticket through the PrePurchasing help menu, and state which Org Code will be the parent, and suggest a 4 character Org Code and name. You will need to be a departmental admin for the parent Org Code.
No, KFS accounts will no longer be synced. KFS accounts will need to be replaced with Aggie Enterprise Chart of Accounts (COAs) in either the GL or PPM format.
Your workgroup’s admins should change the existing KFS accounts to the new COAs. There will be tools available to help with this process, but they will still need to supply some information. The COAs will need descriptions in the workgroups. These can have the old KFS account in them if that will help your users.
Natural Account (GL) and Expenditure Type (PPM) are required fields in the Chart of Accounts. In order to validate a CoA with AggieEnterprise, PrePurchasing and the CoA Picker tool must have a value populated in this segment. If you are not sure which value to use, we recommend selecting something general like 522201 - General Office Supplies. The AggieEnterprise system and/or your purchaser will overwrite this in the official financial system transaction with the correct value for the type of transaction being made.
Yes, you can use the built in COA picker button which will call the finjector app in a popup window. This lets you build a GL or PPM string for use in PrePurchasing. These can be saved in the finjector app for later use.
No, this functionality from KFS will not be available in Aggie Enterprise. The PrePurchasing request will route to the account manager role associated with the workgroup.
You can enter a new ship-to address if the order is going to a campus location. There is new search functionality that will format that information in a way that will be usable by Aggie Enterprise. If an invalid shipping address is used, or it can’t be auto-converted when sent to Aggie Enterprise, a blank shipping address will be used and the Purchaser can perform the search or fill in a one-time or off-campus address in Aggie Enterprise.
Yes! These will need to be updated to use the Aggie Enterprise vendor numbers when the order is sent to Aggie Enterprise by the purchaser. If this can’t be auto converted, the purchaser will get an error message and need to add the correct vendor to the order. The departmental admins can and should go into their workgroups to update and/or delete vendors that were created for KFS orders. When picking a vendor (or supplier as they are called in Aggie Enterprise), there is now some extra information in addition to the address. The supplier site code, will have DF to mean Default. And PUR/PAY to indicate if it is for purchases or payments. only PUR ones should be used to complete orders in Aggie Enterprise from PrePurchasing.
We are planning to make these changes available as soon as the final data is available in Aggie Enterprise, which will likely be sometime in December 2023.
Auto Approvals for KFS accounts will no longer be available for the very small number of workgroups that used this functionality.