Campus users who previously had access to FTS for creating requisitions were automatically granted access to CSUBUY as Requesters when the system went live for our campus.
Other users with no prior experience in SJSU’s financial systems can take the required training, either Introduction to Finance [FIN101] or Finance Overview for Managers [FIN201], as a prerequisite for system access. For example:
New to SJSU since CSUBUY was launched
Changed to a position that now requires Requester access to CSUBUY
Previously used CSUBUY Marketplace for ProCard purchases only
Set up your Profile in CSUBUY.
Become acquainted with basic navigation.
Try out the Search feature.
Look up your frequently used suppliers.
Review the roles in CSUBUY and the workflow of an order.
Begin shopping!
Here's a quick guide for Setting up your CSUBUY Profile and Preferences.
We suggest working through all the topics on this Basic FAQ page before proceeding to the Shopping FAQ page.
Setting up your profile is important because:
The values you select are required for all requests.
It improves efficiency and reduces errors when completing a requisition.
It allows for easy selection of required values in advance.
Defaulting "Ship To" and "Bill To" addresses speeds up ordering, reduces entry errors, and ensures accurate delivery and invoicing.
Ship To: This is the central receiving location for the campus, such as Receiving (Distribution Services) on S. 10th St. at SJSU. It can also be an off-campus location.
Deliver To: This is the specific building and room location where goods and services will be dropped off (e.g., TH202 or CL500). This address is for the campus Distribution Services' reference.
The "Deliver To" Location:
Is the building and room location where goods and services will be dropped off.
Is for the campus Distribution Services' reference.
Specifies where you want the order to go (e.g., building/room like TH202 or CL500).
The "Deliver To" Location appears in the Requisition general info and Address info sections.
The one and only default "Bill To" address for our campus billing address is Accounts Payable.
These addresses appear in the Requisition general info and Address info sections.
The difference between Codes and Code Favorites is:
Codes: Are used for building a short list or for defaulting single fields.
Code Favorites: Represent the full accounting string.
Code Favorites save time and reduce errors by giving quick access to frequently used Accounting Strings, allowing you to select the entire string at once instead of field-by-field.
When setting up Codes in your profile, you should select values for the following fields:
Business Unit: SJ000 (only one is available)
Fund
DeptID
Optional codes: Program, Class, and Project
You should not select values for the following fields:
Account Override
Commodity CF
Account (CSUBUY automatically assigns the Account based on the Commodity Code you choose)
To make a Code a Default in your profile:
Select the value you want to add as a default.
Optional: In the Edit Existing Value section, check the Default box.
Click Save.
The default code will then display at the top in bold text. You can add many values to a code field, but only one can be set as your default.
Code Favorites are the entire accounting string, which is a chartfield combination.
Code favorites save time, reduce errors, and improve efficiency by giving quick access to frequently used Accounting Strings. This allows you to quickly select the entire string instead of entering it field-by-field.
To use Code Favorites:
Click Add.
Enter a Nickname for the favorite.
Optional: Check the Default box.
Select values in Fund, DeptID, and the optional codes (Program, Class, and Project).
You have two options for selecting values: "Select from profile values" (to use codes already in your profile) or "Select from all values" (to search and select available values).
Click Save.
Setting up notification preferences ensures you are informed of important updates, actions needed, or system issues that may impact your procurement activities.
Automated notifications deliver information instantly, keeping you informed of changes, approvals, or issues as they happen without manual follow-up.
You can also modify the globally defaulted settings to reduce the number of notifications you receive from CSUBUY.
The best practices for system notifications in CSUBUY are:
Leave on default at first: Keep the automated notifications as defaulted initially.
Create an email folder/rule to organize messages: Set up a rule or folder in your email to manage the messages.
Adjust only once you know what’s useful: Modify or adjust the notifications only after you are familiar with your workflow and what is useful to you.
The best practices for setting up your profile are:
Start with notification defaults left untouched until you learn your workflow.
Avoid defaulting Business Unit.
Use Favorites when you need flexibility.
Always check if you have an active cart because profile changes will not update an in-progress cart.
CSUBUY offers several methods for searching:
Global Search: Can be used to search for anything, including specific documents and suppliers.
Module Fly-Out Searches: Allow you to search for documents within specific modules.
To build and customize a search, you can use the following features:
Quick Filters/Saved Searches
Search Timeframe (Default is 90 Days)
Add Filter
Configure Column Display
Add / Remove columns based on additional information.
Save the search if it is one you frequently use.
Note: If you are not getting the results you expect, be sure to check if there are any active filters in place.
The search function in CSUBUY allows users to efficiently locate documents and suppliers using multiple methods and customizable options.
There are two primary methods/locations for searching in CSUBUY:
Global Search Field (Quick Search): A quick search function, available on the Shopping Homepage, that can be used to search for specific documents and/or suppliers across the system.
Module Fly-Out Searches: Used to search for documents specifically within specific modules.
When building a customized search within procurement reports, the following options are available:
Quick Filters/Saved Searches
Search Timeframe (Default is 90 Days)
Add Filter
Configure Column Display
These features allow you to customize reports to display information that supports effective management. Check if any active filters are in place if you are not getting the anticipated results.
Here's a Quick Guide for using Basic Search Function.
The default search timeframe for procurement reports within CSUBUY's search function is 90 Days.
One can change this timeframe as part of the process to build or customize a search. The customizable options listed for procurement reports include:
Search Timeframe (which is set to the default 90 Days)
Add Filter
Quick Filters/Saved Searches
Configure Column Display
By modifying the Search Timeframe or using the Add Filter option, one can change the period for which the report displays information.
The Shopping Homepage centralizes navigation, updates, tools, and alerts, and includes:
Flyout: Provides full CSUBUY Navigation.
Organization Message: A dashboard widget for campus-specific messages and system-wide updates.
Quick Search: Can be used for a quick search of documents and suppliers.
Quick Links: A navigation widget with links to frequently used areas of CSUBUY.
Action Items: Offers notifications and access to the user profile.