The three main location types where items may be received in CSUBUY are:
Central: A centralized location for receiving.
Desktop: Direct to the user.
Hybrid: A combination of both Central and Desktop receiving.
Here is the difference between a 2-Way Match and a 3-Way Match in CSUBUY, and the types of items that require a receipt:
2-Way Match
Receipt is NOT required.
Verification: The Voucher matches the Purchase Order (PO). The PO Owner must approve the voucher to "Verify Goods Received" if a receipt is not required.
3-Way Match
Receipt is REQUIRED.
Verification: The PO requires a receipt (checked on the PO) to match the voucher.
A receipt is required if the item falls into any of the following categories:
Asset Item
High-Risk Commodity (e.g., Group II Capital Assets, Equipment, Vehicles, IT Hardware, Works of Art, Controlled Substances, Weapons, certain Library materials)
Identified as “Receiving Required”
Here is a comparison of quantity and cost receipts:
Quantity Receipts
Standard Receipts, used when a specific quantity of items is ordered (e.g., "Ordered 10 items").
A quantity receipt is created for the number of items received (e.g., "Create quantity receipt for all 10 items").
Standard receipts may or may not be required, depending on the 2-way vs. 3-way match rule.
Cost Receipts
Used for Amount Only or Blanket Purchase Orders (POs) (e.g., "PO for 100 hours of legal services").
The quantity is typically entered as 1, and the total dollar amount is entered to reflect the full cost of the service or amount, not the number of hours.
Since these are typically 2-way POs, receipts are generally not required, but entering one does not cause issues.
The procedure to locate a Purchase Order (PO) and create a receipt in CSUBUY is as follows:
Locate PO:
Navigate to the Orders flyout and select Purchase Orders.
Locate the specific purchase order to create a receipt against.
Create a Receipt:
From the purchase order, select Create Quantity Receipt from the ellipses menu [3 dots].
Complete and Submit Receipt:
Complete and submit the receipt.
The overall high-level process is to Locate PO, Create a Receipt, and then Complete and Submit Receipt.
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.
All comments become part of the document history and are stored in the Comment Tab or History. Using this feature is recommended because the recipient receives an email notification with a link to the specific document.
Since there is no built-in "return" process within CSUBUY, the recommended procedure for returning an item is:
Always communicate and coordinate the return directly with the supplier. The end user is expected to work directly with the supplier.
If the purchase was made through a punchout site, that site may include a return process with direct communication to the supplier.
Enter a comment on the Purchase Order (PO) to communicate the return to Accounts Payable (AP), Procurement, Shipping & Receiving, and the Requester. The comment should note that the item is being returned and specify where the item is being dropped off.
Enter Receipts/Returns in CSUBUY to match the method of the return.