Strategic Procurement Services

Strategic Procurement Services

site header

 

 

 

acQuire FAQs

General/Access

What is acQuire?
acQuire is Queen’s brand name for our e-Procurement marketplace system. The software provider of acQuire is Jaggaer. The application modules Queen's utilizes within acQuire are: Spend Director, Invoicing and Supplier Management. The system allows for shopping/procuring of Queen’s funded goods and services, remitting goods and service related invoices, submitting credit card applications, the managing of external supplier files and additional internal service requests.
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.
Who can use acQuire?
acQuire is available to active Queen’s University staff members, students and affiliated group members. There are three main roles available to acQuire users: Shopper, Requester, Approver. A user can hold one or a combination of multiple roles in acQuire. Students and affiliated group members need to request access to acQuire via the online acQuire Access/Support Help Form. Existing staff members seeking enhanced access like the Requester role or additional department viewing access must request so via the acQuire Access/Support Help Form. Valued Queen's University Suppliers can also utilize acQuire, to manage shopping catalogues, receive POs, submit/monitor PO invoice payments and maintain their data.
What do I need to do to become a Shopper in acQuire?
By default, all active staff are set up with the Shopper role in acQuire. As mentioned above, if you are a student or affiliated group members need to request access to acQuire via the online acQuire Access/Support Help Form. In acQuire, Shoppers can browse from catalogues of items to buy, add items to carts, create non-catalogue carts, create & submit certain form requests. They cannot add chartfields to or submit certain transactions. Training is not required, but recommended.
What do I need to do to become a Requester in acQuire?
Requester access must be requested via the acQuire Access/Support Help Form – ensure the request type on the form is “Access Request”. Completion of the FIN ACQ - acQuire Requester training course is also required, in conjunction (this course is available on Queen’s OnQ training platform, is self-register and self-study). Passing the course quiz with an 80% is required for the course to be considered complete. Requesters have the same access Shoppers have in acQuire, plus additional enhanced access (ie. can add chartfields and submit all types of transactions).
What do I need to do to become an Approver in acQuire?
Approvers are provided approval access in acQuire via the Queen’s contract/invoice signing authority matrix or other non-signing authority related workflow requirements. Complete a Non-Research Signing Authority & Workflow Configurations request form in acQuire to request non-research signing authority or non-signing authority workflow configurations be established. Complete a Signing Authority & Research Reports Access – Research Funds form to request research signing authority. Approvers have the same access Shoppers do in acQuire, plus additional enhanced access elements that Requesters have. Training is not required, but recommended.
Do I need to keep paper copies of supporting documents I attach to transactions in acQuire?
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.
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
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.
What is a workflow?
A workflow is a sequence of approval steps that a transaction goes through from submission to completion. Further information about acQuire workflows can be found on our Wiki page, here:
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.
Can I submit and approve my own orders if I have signing authority on the Contract Signing Authority Matrix?
Currently, non-research 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.
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.
Where can I find more information about acQuire?
For further information on acQuire, please visit the acQuire Wiki at https://wiki.queensu.ca/pages/viewpage.action?spaceKey=ACQUIRE&title=acQuire+Home. There are helpful documents like "The Four W's of acQuire" Lunch and Learn package, etc.

Spend Director (Shopping, Requisitions, Forms, etc.)

Can I still use my departmental PCard to buy goods and services?
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 (you cannot use your PCard to purchase/pay for items in acQuire).
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 direct with the supplier or request a quote from the supplier and create a non-catalogue purchase requisition to order that product through acQuire).
Some of the catalogue providers’ pricing is higher in acQuire 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.
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 CAD – if they require further information in order to approve the order, they will request it from you.
How do I create blanket POs in acQuire?
Setup of a blanket PO would be done through a non-catalogue purchase requisition within acQuire. The PO can be set up as an estimate of how much you anticipate to spend with the supplier throughout a specified term. Ensure to check off the “Blanket/Standing Order” and potentially the “Do Not Send PO to Vendor” (if you don’t want the PO to send to the supplier) checkboxes when creating the requisition.
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).
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 did the shopping for a requisition and then assigned it to a Requester. It’s come to me for approval – why can’t I approve it?
Generally in acQuire, Approvers who submit their own orders cannot self-approve the order. We would suggest having a Requester Submit the order for you, to avoid this situation.  Some Approvers can hold the Requester role as well and exceptions exist for those users that are utilizing/have signing authority on research funds (ie can submit and approve their own orders). Accommodations may also be available for small departments, to allow the functionality on an as-requested basis for non-research scenarios. Contact the acQuire Team if you require such an accommodation.
Why was my requisition or form returned?
An email should issue to you if your requisition has been returned and you have your notification preferences set to do so, with the return reason detailed at the bottom of the email. If no email has been received or you still need further information, review the “History” tab on the requisition. The options are similar for that of a returned form, except the email may not provide enough information, whereas the "History" on the form will.
How do I reactivate my returned requisition?
Returned requisitions can be accessed by navigating through Shop -> My Carts and Orders -> View Carts -> Draft Carts. Once in Draft Carts, click on the Shopping Cart Name of the returned requisition. This will reactivate the cart and allow you to make any required edits then resubmit the requisition.
How do I return something that was ordered in acQuire?
To return an item to a supplier, you will need to contact the supplier directly to coordinate the return.
Can I send my acQuire order to a home address?
Email the Procurement team at buying@queensu.ca to request approval to do so. In the email, provide an approval email from your Department Head or Manager, the name of the supplier you are ordering from, the amount of the order and the item(s) being ordered. If email approval is provided by the Procurement team, ensure to attach the email to the requisition in acQuire. Then update the ship-to address on the requisition by navigating to the “Shipping” section (or tab), select “edit”, click “select from org addresses”, search “OFF-ON” as the ship-to nickname (assuming the address is in Ontario), then assign this ship-to code to your requisition. This code will offer fields so you can enter the home address in as the deliver-to on your requisition.
How do I close and/or cancel my PO?
Submit a PO Change Order Request form in acQuire and choose close and/or cancel on the form. Note: if a PO has been submitted in the wrong currency, you will have to cancel the PO and submit a new Requisition with the correct currency.

Invoicing

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 do I handle resident payments?
These payments can be requested via the Payment Request Form in acQuire.
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, Research Fund Transfer Form, Research Payment Form and Physician Payment Form – Single Payment) 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 document to facilitate the payment through PeopleSoft.
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.
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 (ie. add a period to the end of the invoice number) to the original requisition and resubmit it.
I received an email notification to approve a voucher, but there is nothing in acQuire when I log in and try to approve it.
This usually happens if there are multiple approvers identified to review the transaction and one of those Approvers has already approved it before the other Approvers get to it. If the Approver navigates to the voucher, then to the “Approvals” tab, it will show the Approver that has already approved the voucher. The approval notice can then be discarded.  
*For more invoicing related questions, please see the Accounts Payable FAQs page.

Supplier Management

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).
Why is the Secure Supplier Information Collection Form required to collect sensitive recipient/supplier information? Why can’t we email the recipient/supplier’s sensitive information to the acQuire team like we’ve always done?
The Secure Supplier Information Collection Form was created as per recommendations from Queen’s Secretariat & Legal unit. Requiring recipients/suppliers to provide sensitive information via the form ensures Queen’s is doing its part in protecting this information.
Where do I find the Secure Supplier Information Collection Form and do I send this form to the recipient/supplier or does the acQuire team?
The form is located here: https://www.queensu.ca/procurement/secure-supplier-information-collection-form. The department is required to send the form link to the recipient/supplier.
Are addresses and contact information included as fields on the Secure Supplier Information Collection Form for set up?
No, the only information sent/required by secure forms are transaction reference information, recipient/supplier legal structure, SIN and/or banking information.
How long will the acQuire team keep the Secure Supplier Information Collection Form submissions on file?
Currently, if we do not have all the information we require to process the transaction/file as required, we will wait four weeks then try and reach out to the related department and/or contact if it’s available on the form. If not, the information will be deleted from our system. If we have everything we need, we use the submitted information to support the supplier file add/edit, then we delete the originally submitted form from the system right away.
How do I get better pay terms for my supplier?
Certain pay methods offered at Queen’s come with quicker pay terms – those are detailed here:
Otherwise, requests for pay term adjustments to supplier files can be requested via the Request for Permanent Payment Term Adjustment form in acQuire - navigate to Forms -> Supplier Request -> Request for Permanent Payment Term Adjustment. Some exceptions can be made for certain types of suppliers as well (ie. individuals).
Why do we need an ICQ to support some transactions and what payments need one?
An ICQ is an Independent Contractor Questionnaire required to be filled out by the department/individual supplier, prior to service engagement, and only for those suppliers located in Canada. The Independent Contractor Questionnaire (ICQ) will determine whether a Service Provider is an Employee or an Independent Contractor for tax purposes. If you have further questions about this form or its requirements, please visit Financial Services’ website, here: https://www.queensu.ca/financialservices/service-provider-employee-or-independent-contractor, as Payroll owns the form.
My supplier hasn’t received their invitation to register in the acQuire Supplier Network Portal, why?
The registration email may have deposited into the supplier’s junk mail folder. Ask them to check this location - if they still haven’t received it you can request the acQuire Supplier Support team reissue the invitation to the supplier. Secondary registration invitations can be issued to an alternate email address if required as well.
What is the difference between solicited and proxy registrations and when does the supplier need to update information themselves?
Solicited: A solicited supplier is one who has accepted a portal registration invitation and filled out address, contact and banking information etc on their supplier profile themselves. Therefore, they have set up a username and password in order to control and update all their company’s information themselves.
Proxy: a member of the Procurement team has set up the supplier’s information on their behalf.
Sending payments to recipients and suppliers by EFT/ACH/VPA vs. Cheque:
It is Queen’s preference, especially during these times, to submit payment via electronic methods (EFT, ACH, VPA) vs. Cheque whenever possible, as these pay methods are less costly and time consuming than issuing a cheque.
When are work permits for temporary SIN numbers required and where should they be submitted?
Any individual working within Canada that possesses a temporary SIN – starting with a 9 – must submit a work permit to Procurement’s Accounts Payable Lead, Diane Begin.
How do I see why my Add New Supplier request form or Modify Existing Supplier request form have been returned to me?
If you click on the “History” of the Form beside “Request Actions”, the note detailing why the form has been returned will be detailed there.
Can a supplier be set up in the system with multiple addresses/contact information?
Yes – supplier files can be set up to have multiple addresses each with their own contact information.
I can’t see the address the acQuire Supplier Support team just added in the system, to the supplier’s profile!
On the requisition in acQuire, assign the supplier profile to the transaction then select “Different Location” to see/be able to assign the other available addresses for the supplier file.
When should I use a PRF to make changes to a supplier vs. a Modify Supplier Form?
Check out the following presentation available on the acQuire Wiki for further information on this topic: https://wiki.queensu.ca/pages/viewpage.action?pageId=196149903&preview=/196149903/199328627/Payment%20Form%20vs%20Purchase%20Requisition.pdf
Tell me more about honorariums for Queen’s Employees – do I submit through acQuire or Payroll?
If a current Queen’s employee is supplying a service that is part of their job description, this payment should be made under the Payroll - Additional/One-Time Payment Request. Please confirm with the payroll department before submitting an honorarium for a current Queen’s employee.
What is the process for updating recipient/supplier’s payment information?
Either submit a Modify Existing Supplier form within acQuire asking for payment information to be updated, then have the recipient/supplier submit their banking information via the Secure Supplier Information Collection Form OR submit the PRF or HPF and choose “YES – Found Supplier, but Different Payment Method or Address Needed” in section 1a. of the form, then in section 1b. under “Remittance (Pay) Method for Supplier” choose the applicable required pay method and then have the recipient/supplier submit their banking information via the Secure Supplier Information Collection Form.