Strategic Procurement Services

Strategic Procurement Services

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acQuire FAQs

What web browsers work with acQuire?

It is recommend that you use the current versions of the following browsers to access the acQuire system:  Chrome, Firefox, Safari (Mac), Internet Explorer (not Edge).  All other browsers or older versions of supported browsers may not support the functions of the acQuire system. 

I’m not able to access the acQuire login page from a bookmark I’ve saved

The acQuire SSO (Single Sign On) link should be present on your Queen’s U portal page.

Most Queen’s SSO links cannot be bookmarked and saved like a standard webpage. Consult your browser’s bookmark help features for directions on how to bookmark this link.

I’ve received a “profile inactivated” email

The acQuire Team will be making some user profile adjustments from time to time, during site maintenance or upgrade windows.  Inactivations/activation emails may distribute as a result.

Can I still use my departmental PCard?

Your PCard will still be a tool in your procurement tool kit. It can be utilized for the purchase of items <$10k that cannot be procured through acQuire Purchase Requisitions.

Will I still be able to use PeopleSoft for creating/submitting Purchase Requisitions?

Once you are are launched onto acQuire, your PeopleSoft Requisition creation access will be removed.

Existing Purchase Orders you have in PeopleSoft will remain in place until their course is run (if you still have open PeopleSoft POs and would like them closed, please submit a PO Change Order Request Form in acQuire requesting the closure).

A product that I want is available on the regular e-commerce site of a catalogue supplier, but not available from them in acQuire.

Queen’s supplier agreements may not offer the full catalogue of items available from all suppliers. If the item you wish to purchase is not available in acQuire, you may obtain that product through other methods (ie. Purchase through your departmental p-card or request a quote from the supplier and create a non-catalogue Requisition to order that product through acQuire).

Some of the catalogue providers pricing is higher than I’m used to seeing if ordering outside of acQuire

The catalogue suppliers are offering Queen’s specific pricing and product. Some individual products may have higher pricing, but overall pricing should be advantageous (shipping costs may also be reduced or eliminated when ordering through acQuire). However, if you notice a price or product that doesn’t make sense, please follow up with the acQuire team

Are catalogue orders free shipping to all of Queen’s users no matter the ship to location (off campus, vs on campus)?

Most (but not all) of our catalogue suppliers have confirmed that shipping will be free to any location – off campus and on campus – as long as the product is ordered via the acQuire shopping channels.

NOTE: Please be aware that for Life Science Lab Suppliers (lab science catalogue suppliers in acQuire), additional shipping and handling charges may be added for special items.

I have an >$10,000 invoice in hand for a product or service I purchased (without a supporting PO), do I create/submit a non-catalogue PO in acQuire to have the invoice paid, or a Payment Request Form?

In most cases, a non-catalogue PO is best, as purchases over $10,000 should be on a Queen’s certified Purchase Requisition/Purchase Order. If the invoice is not for a standard product or service purchase, a Payment Request Form may be best. Please contact the acQuire team if you are unsure.

How many quotes do I need for a non-catalogue order? Will you reject my order if I don’t have a quote?

Procurement policy should be adhered to when ordering via non-catalogue Requisitions in acQuire – Procurement Policy details can be found here: http://www.queensu.ca/secretariat/policies/finance/procurement

Procurement Buyers will be reviewing Purchase Requisitions over $10,000 – if they require further information in order to approve the order, they will request it from you.
 

How do I do blanket POs in acQuire?

Setup of a blanket PO would be done through a non-catalogue Requisition within acQuire

Ensure to check off the “Blanket/Standing Order” checkbox when creating the Requisition

How do I handle resident payments?

This process will remain as status quo for the time being – ie. Submitting a paper cheque requisition to Financial Services for processing.

What documents will my Payment Request Form submission create in the system?

A Payment Request Form (as well as a One-Time Payment Form, Honorarium Payment Form and a Research Fund Transfer Form) will create a Requisition, a Purchase Order and a Voucher .

The Purchase Order created from these forms will not dispatch to the supplier, they will be for internal use only.

The Voucher created from these forms will be the vessel to facilitate the payment through PeopleSoft..

Do I need to keep paper copies of documents?

acQuire is a cloud-based system, that will store transactions and attached documents. Procurement and Financial Services will be considering the material (transactions and attachments) to predominantly be the original copies.

How do I have a new supplier added into the acQuire system?

If you need to set up a PO for a supplier who is not in the system, please complete/submit the “Add New Supplier” form on the acQuire Home Page (Shopping Dashboard). These requests will vet to the acQuire Team for review/processing, then to the supplier directly for profile creation/registration. Upon completion of that end-to-end process you will receive notice through acQuire that the supplier is ready for use in the system.

*Note: The Add New Supplier form is only available to Requesters and Approvers (not Shoppers).

If you need to complete/submit a Payment Request Form, Honorarium Payment Form or Research Fund Transfer Form to pay a supplier invoice, and the supplier is not in the system, complete the “Supplier (or Honorarium Recipient) Not Found” section of the form when submitting the form. This will trigger a review of the form to the acQuire Team, who will facilitate processing the request. Your form Requisition will be processed through the acQuire system when the supplier/recipient profile is set up and approved.

*Note: The Payment Request Form, Honorarium Payment Form and Research Fund Transfer Form are available to all acQuire roles (Shopper, Requester and Approver).

How do I get the invoice to Accounts Payable for processing?

Payment form submissions – upload the invoice to the payment form as an attachment. AP will review the invoice from there.

Purchase Requisitions/Purchase Orders – if the supplier sends you a copy of the invoice directly, or you have a copy prior to submitting the Purchase Requisition, email the invoice to accounts.payable@queensu.ca.Include the PO ID (you would have to wait until a PO was generated from the Requisition you submit), the Supplier Name and “Invoice” in the subject line of the email. OR add a “Comment” to the PO (once you have a PO ID), assign the comment to the Accounts Payable clerk responsible for processing invoices from the supplier, upload the invoice to the comment and ask for the invoice to be applied to the PO in the body of the comment.

The “attn. to” information I entered onto my acQuire Purchase Requisition seems to be getting cut off by the supplier when they deliver our product

Some of the acQuire catalogue suppliers have a limited character field for the “attn. to” details of a delivery location.

Best practice would be to habitually shorten your “attn. to”  (ie Jane Smith, to J.Smith)

I’m on the Research Project Team Table as having signing approving authority for a research project(s) – why can’t I submit an order as a Requester in acQuire?

You have likely not been assigned the Requester role (perhaps because you haven’t taken the required Requester training). In order to create, submit and also approve a Requisition yourself, you would need to have the Requester role in acquire.

Are the acQuire “approval required” reminder emails business days calculated, or does that include weekends? Will the Shoppers/Requesters receive the reminder emails that the Approvers receive?

The acQuire approval email reminders send out when a transaction is still pending action (approval, returning, etc.)

They are sent out initially after the first 2 business days, then send out daily again for the following 7 business days

The Shopper/Requester will not receive the same email reminder that the Approver will receive. Shoppers/Requesters will receive other reminder emails about assigned carts still requiring action.

As a Requester in acQuire, can I delegate my “assigned cart Requisitions” to another Requester in my absence?

Yes – there is an “assign substitute” function that can be utilized by Requesters, within the “Cart Management” page of acquire.

As an Approver, can I delegate my approvals to another Approver?

Yes – Approvers can assign substitute Approvers within acQuire, for the approval groups they’ve been assigned, for specific date ranges (a start date and end date can be specified)

Approvers can only delegate to other Approvers, not Requesters or Shoppers

The delegation should not go to an Approver who has a lower dollar value approval level – the assignment should be to an Approver with an equivalent approval threshold or higher

If I as a Shopper (or Requester) assign a cart to a Requester, and I want to recall that assignment, can I?

Yes – there is an “unassign” feature available within the “Cart Management” page of acQuire

I need to resubmit a Requisition that had its original voucher rejected, but I’m getting an error that says the invoice number is a duplicate – help!

The acQuire system will not allow for the same invoice number for the same supplier to be submitted into the system twice. If you receive notice that the voucher associated with your original Requisition has been rejected, either contact the acQuire Team for their assistance in resubmitting the voucher, or assign a different invoice number to the original Requisition and resubmit it.

Can I submit and approve my own orders if I have signing authority on the Contract Signing Authority Matrix?

Currently, Contract Signing Authority Approvers who submit their own orders cannot self-approve the order. Accommodations may be available for small departments, to allow this on an as-requested basis, however. Contact the acQuire Team if you require such an accommodation.