The three key parts within the search results that can be used effectively are:
Quick Filters: Use these to narrow down your results by criteria like Supplier, Status, and User.
Submitted Date: You can update this range from the default of the last 90 days to a year, month, or week as needed.
Requisition Number: Click on the number to view the specific details of the requisition.
The same search interface is used to locate a variety of document types:
Requisitions
POs
Change Requests
Vouchers (Invoices)
Suppliers
You can use and save custom filters in a few ways:
Saving Custom Filters (Saved Searches)
Searches can be customized for one time or saved for future use.
Updates you make to the filters can be saved:
Click on Save As.
Assign a Nickname.
Select an existing folder to save it in or click Add New to create a new folder.
Click Save.
You can find your saved searches in My Searches.
Pinning Custom Filters (Making them your default)
You can make the filtered updates your default search:
Click on Pin Filters.
When the message appears, click Yes.
General Filter Use
Quick Filters/Saved Searches are available as part of building your search.
Always check if there are any active filters in place if you are not getting the results you anticipated.
You can also Add Filter as part of building your search.
To use columns in search results, you can add, delete, or organize them:
1. Add Columns
Click on the Gear icon.
Check the boxes for the columns you want to add.
Optional: Check the box “Pin Columns as my defaults” to make them a default setting.
Click Apply.
Add columns to display more information such as chartfield codes and Buyers.
2. Delete Columns
Select the column you wish to delete.
Click on the Garbage Can icon.
Optional: Check the box “Pin Columns as my defaults” to make this change a default.
Click Apply.
3. Organize Columns
Select the column you want to move.
Click the Up arrow to move the column up in position or the Down arrow to move it down.
Optional: Check the box “Pin Columns as my defaults” to make this change a default.
Click Apply.
The possible Requisition status values and their meanings are:
Pending: In progress and waiting for an approver (DOA, Compliance Approver, and Procurement Review) to take action.
Completed: Workflow completed.
Returned to Requisitioner: Approver returned to the Requester to update information and submit it again for approval.
Withdrawn: Requester cancelled the requisition.
Rejected: Approver cancelled the requisition.
The procedure to review and edit a requisition focuses on ensuring all details are compliant and accurate before it is submitted for final approval. This process is generally performed by the end-user (Requester) and not the operational team.
The key aspects to review and edit are:
Requisition Content Review:
Chartfields: Verify that the Chartfields are appropriate for the purchase and that budget is available.
Attachments & Justifications: Check for all necessary supporting documents, comments, and justifications.
Form Type: Confirm that the request form type is relevant to the purchase being made.
Requisition Components:
Header Level Information: Review and edit details that apply to the entire requisition, such as Shipping Information, Billing Information, and Participant Information.
Line Level Information: Review and edit details specific to each item, such as the Supplier Details, Commodity Code, and the specific Chartfield assigned to that line.
Notes: Review the Internal Notes and External Notes sections to ensure all necessary communication is included.
Error Resolution (for Returned Requisitions):
If a requisition is returned as a draft (e.g., after being checked against CFS), the user must open it, navigate to the History tab, and review the Requisitions Returned Note to identify the issue (e.g., errors in account splits or lines).
The user must then edit and correct the error in the requisition before resubmitting the cart.
The procedure to edit a requisition before it is formally submitted involves reviewing and modifying the cart while it is still in a draft state, ensuring it passes all validation rules. This is the responsibility of the Requester.
The key areas to review and edit are:
1. Requisition Header Level
This information applies to the entire document and must be accurate:
Transaction Details & Status: Review the overall details of the purchase.
Shipping Information: Ensure the correct Ship To Address and that the Deliver To Address is entered (this is required to submit the cart).
Billing Information: Verify the Bill To Address.
Participant Information: Check the Prepared By/For details.
Notes: Add or review Internal and External Notes.
2. Requisition Line Level
This information is relevant to each specific item in the cart:
Supplier Details: Verify the correct supplier is selected.
Item Details: Review details for the goods or services requested.
Commodity Code: Check that the correct commodity code is applied, as this determines the default account code, taxable status, matching rules, and workflow routing.
Chartfield: Ensure the correct Chartfield is listed for each line (this is also required to submit the cart).
3. Pass Checkout Validation Rules
Before a user can submit the cart, the system performs a series of real-time validation rules.
If a validation fails (e.g., a chartfield is blank, or the wrong commodity code is used for a Direct Pay request), the user must correct the error in the cart before the system will allow submission into the approval workflow.
Payment information is primarily found in the Payment Information section of the voucher.
The latest payment is recorded here after the voucher has been fully approved and sent to CFS for payment.
The pay status is set to "Payable" while pending in CFS and updated to "Paid" after the payment is made.
If multiple payments are made, the payment records are captured in the History tab of the voucher.
You can also see related documents, including linked vouchers, from the requisition, purchase order, and voucher.
You can see the current step of your requisition in the workflow in a couple of places:
During Checkout: The approval workflow for the order is visible on the right side of the screen when you are checking out a cart.
In the Requisition Document: The requisition approval workflow, including its current status, is visible within the document once it has been submitted.
The History Tab: This tab provides a detailed log of all transactional activity and events, which you can use to track workflow steps, see comments, and troubleshoot any delays or missing approvals.
The History tab is a detailed log of all transactional activity used for troubleshooting:
Track Activity: It displays a log of all actions, events, and comments related to the requisition and purchase order, including the user and a date/time stamp for each action.
Troubleshoot Delays: It helps track workflow steps and identify missing approvals or delays.
Resolve Errors: You can see any errors that may have occurred. To resolve a returned requisition (e.g., from a CFS check), you must navigate to the History tab, look for the Requisitions Returned Note, and review the note to identify the specific issue that needs correction.
Payment History: It captures records of multiple payments made against a voucher.
The procedure for receiving goods and services in CSUBUY is determined by the match requirement set on the Purchase Order (PO):
Items that Do Not Require a Formal Receipt (2-Way Match)
Goods/Services: Services generally do not require receiving.
Match Type: 2-Way Match (Voucher matches PO).
Procedure: A formal receipt is NOT required. Instead, the PO Owner will review the voucher and an approval step will be triggered for the PO Owner to Verify Goods Received. This applies if the item is NOT an Asset Item, NOT a High-Risk Commodity, and NOT identified as "Receiving Required."
Items that Require a Formal Receipt (3-Way Match)
Match Type: 3-Way Match (PO requires a receipt).
Procedure: A formal receipt must be created to move the PO forward.
Receipt Requirement: A receipt is required (3-Way Match) if the item falls into any of these categories:
It is an Asset Item.
It is a High-Risk Commodity (e.g., IT Hardware, Group II Capital Assets, Weapons, Controlled Substances).
It is explicitly identified as "Receiving Required."
A 3-way match ensures the invoice, PO, and receipt all agree before payment.
Here are the steps to enter a PO Receipt:
Search for the PO.
Click on the Receipts tab.
Click on the + to add a receipt.
A window will appear with the line(s) available to be receipted. Check the box(es) to select the lines.
Click on Create Cost Receipt.
In the new window:
Cost: Enter the full amount or less if the order was not fully received.
Status: Select Cost Received or Cost Cancelled.
Optional: Enter Attachments and Notes.
Click Save Updates.
Click Complete.
Note: Tangible products require a PO receipt to be entered by the Requester (3-Way Match).
Here are the steps to create a PO Change Request, including how to update the quantity:
Search for and select the PO.
Click on the Change Requests tab.
Click the + button to add a change request.
Optional: You can select individuals to notify and enter a Change Request Reason.
Click Create Change Request.
Go through the Change Request form and update information as needed by clicking on the Pencil icon in sections to edit information.
Go to the line to update. Click on the link to the purchasing form to update the Cost Details.
Go to Review and Submit. Click Edit for Cost Details.
Update the Quantity (e.g., from 25 to 50).
Click Save on Change Requests.
Changes will be highlighted in blue.
Repeat steps for the next line if applicable.
Click Submit Request.
The recommended procedure for returning an item to a supplier, as there is no built-in "return" process within CSUBUY, involves the following steps:
Communicate with the Supplier: The end-user is expected to always communicate and coordinate the return directly with the supplier.
If the purchase was made through a punchout site, that site may include its own return process with a direct communication channel to the supplier.
Document the Return: Enter a comment on the Purchase Order (PO) to communicate the return to all relevant parties (Accounts Payable, Procurement, Shipping & Receiving, and the Requester).
The comment should specify that the item is being returned and where the item is being dropped off.
Process the Receipt/Return: Enter a corresponding Receipts/Returns in CSUBUY to match the method of the return.
Billing: Keep in mind how the billing will be handled, such as a credit being issued and then rebilled, or if the item is being replaced at no charge.
Common checkout and search issues and their corresponding quick fixes include:
Blank DeptID Error: Add a DeptID to the Chartfield(s) for the requisition.
BU Only Allows Direct Pay: The Business Unit is not set up for Purchase Orders and only allows Direct Pay Requests.
Direct Pay Request with regular Commodity Code: Update the Commodity Code to one allowed for a Direct Pay Request.
Campus Prevents Direct Pay: Contact the CSUBUY Campus Team for guidance.
"*Supplier Not Known on Direct Pay Error*": Update the request with a valid Supplier selection instead of "*Supplier Not Known".
"I can't find my PO" (General User Search Issue): Direct the user to the navigation path: Search > Orders.
Note: The primary troubleshooting tool is the History tab, where the user can find the exact reason/error for a returned requisition in the "Requisitions Returned Note."