The three types of vouchers introduced in CSUBUY are:
Purchase Order Vouchers
Direct Payments
Credit Memos
The different methods by which a voucher (invoice) can be submitted into CSUBUY are:
cXMP: Used for punchout suppliers, where data is transferred directly from the punchout site to CSUBUY without a PDF or physical invoice attached.
Supplier Portal: The encouraged method, where the supplier submits the invoice directly.
PO Flip: A manual method where only Accounts Payable (AP) is able to submit the invoice into the workflow.
The actions an approver can take on a voucher include:
Approve a voucher
Return to Shared Folder
Place Voucher on Hold
Forward a voucher
Reject a Voucher
Add Substitute Approver
Once a voucher is exported to CFS for payment and the payment is processed, the payment information is automatically brought back into the voucher in CSUBUY.
This payment information includes:
Pay Status
Payment Method
Payment Record No.
Payment Record Date
Payment ID Ref.
Payment Partially Paid
Cancellation Date
Escheatment Date
Reconciliation Date
Total Payment Amount
Voucher Payment Amount
The procedure to locate a Purchase Order (PO) and then find the associated Voucher is:
Locate the Purchase Order (PO) within CSUBUY using the search functionality.
Once you have located and opened the PO, navigate to the Vouchers tab.
Since Requisition, Purchase Order, and Vouchers are all linked within CSUBUY, the voucher information is accessible directly from the Purchase Order.
The procedure to comment on a CSUBUY transaction (requisition, Purchase Order, or voucher) is as follows:
Navigate to the Comment section of the transaction.
Access the Add Comment option by either:
Going to the ellipses and selecting Add Comment.
Going to the Comment tab and clicking the “+” sign.
Add your comment, including the context for the transaction.
Optionally, you can add additional items to the comment, such as:
Email notifications to other users in CSUBUY.
Attachments, including files and URLs.
Click the check mark to save and add the comment.
Right now an invoice can originate only from the vendor or supplier to SJSU via:
the CSUBUY Supplier Portal [share this handy how-to guide for creating an invoice ]
email to supplier-invoices@sjsu.edu [ with a valid PO # noted ]
For POs in CSUBUY, the supplier needs to upload the invoice through the CSUBUY Supplier Portal.
Here's the CSU Supplier Resources site, with the link to the portal.
And the how-to guide is under Additional Resources:
You can share this information for their convenience.
Use the PO number or the Requisition to do a Quick Search on the Shopping Homepage.
Related Vouchers will be listed along with the Requisition and Purchase Order.
Or, go directly to the Purchase Order, through Orders search, and look under its Vouchers tab. A number will appear if there are any vouchers, and clicking the tab will display voucher details.