WatProcure Supplier FAQs

Why do I need to onboard to the eProcurement system? 

Onboarding to the eProcurement system ensures you can seamlessly conduct business with us. It helps streamline order processing, invoicing, and payment, leading to more efficient and timely transactions. 

How do I start the onboarding process? 

To start onboarding, you will receive an invitation email from our Procurement team with a link to the onboarding portal. Follow the instructions provided to register and complete your profile. 

What is my legal company name? 

This is the name under which you file your income tax returns. The legal company name you enter on your registration must match your business incorporation documentation. 

Someone else in my company will complete the registration, not me. Can I forward my invitation? 

Yes, you may forward the invite to anyone you would like in your company. In most cases, an account manager is best equipped to complete this activity. Please note, however, that once a username and password is created, the invitation can no longer be forwarded. In this case, please contact the procure@uwaterloo.ca to reissue your invitation. 

What should I do if my company no longer employs the primary contact? 

Submit a support ticket to Jaggaer here: https://www.jaggaer.com/submit-supplier-support-request/ 

Can I include more than one email address in an email field?  For example, can I have POs sent to more than one email address?

No, the field will only accept one email address per field and purchase orders can only be sent to one email address.

What information do I need to provide during registration? 

During registration, you must provide basic company information, information about the various addresses and contacts the University of Waterloo should use to contact you under differing circumstances, and your banking information for payments. 

How do I enter my Canadian Postal Code?

The system requires a space between the two segments and capitalization matters.

What do I put in the Contact/Address/Location Label field?

Ideally this is not a person's name, but rather the function or generic label such as Head Office, Warehouse, Accounts Receivable, etc.  It is also best if you try to use generic email addresses (i.e. receivables@company.com) rather than those tied to a specific person, to avoid issues and gaps in receiving communication from the University when personnel changes.

How long does the onboarding process take? 

Completing the form should take no more than 10-15 minutes. The onboarding process includes review and approval by University of Waterloo staff, which typically takes a few days to a week, depending on the completeness and accuracy of the information provided and the volume of requests. Delays may occur if additional verification is required. 

Can I save my progress during the registration process and complete it later? 

Yes, you can save your progress at any stage of the registration process and complete it at a later time. Simply log back into the Supplier onboarding portal using your Supplier credentials. 

How do I navigate the eProcurement system? 

The eProcurement system has a user-friendly interface with a dashboard that provides access to various modules such as orders, invoices, and payment status. Detailed user guides and tutorials are available within the system to assist you. 

What should I do if I forget my login credentials? 

You can reset your login credentials by clicking the "Forgot Password" link on the login page if you forget your login credentials.

Who do I contact for technical support or issues with the eProcurement system? 

For technical support or issues, contact Jaggaer at https://www.jaggaer.com/supplier-support/  

I have read the FAQ list and still have questions. Is there anyone else I can contact? 

You can review the information Jaggaer has on the web here: https://www.jaggaer.com/supplier-support/ or you can contact Jaggaer Supplier Support with a support ticket here: https://www.jaggaer.com/submit-supplier-support-request/ 

Is training available for using the eProcurement system? 

No formal training will be provided. However, online training materials will be provided to support you through the registration process. UWaterloo will offer step-by-step guides to help you familiarize yourself with the eProcurement system. These include user manuals, video tutorials, and a one page handout. 

How is my data protected in the eProcurement system? 

Jaggaer takes data security seriously. The eProcurement system has advanced security measures, including encryption, access controls, and regular security audits to protect your information. 

What compliance requirements must I adhere to? 

You must adhere to all applicable laws and regulations and the University of Waterloo procurement policies. This includes providing accurate information during registration and ensuring timely and compliant transactions.