You can navigate to Shopping Carts using the following options:
Quick Links widget - available on Dashboards
Cart/Shopping Flyout - My Carts and Orders > View Carts
To add a line to a cart via the shopping form, follow these steps:
After filling out the form and entering the cost details for the first line, click Save to Cart and Add Another. The current line's information will be copied into the new one.
Complete the form for the new line and update the information in the Cost Details section.
Once all lines in the form are completed, click Add and Go To Cart to proceed with checkout.
To copy a Requisition to a new cart:
Go to the Requisition you wish to copy.
Go to the three dots (ellipses) and select the Copy to New Cart option.
Important:
All information from the original requisition will be copied, except for the chartfields.
You cannot copy a punchout order to a new cart.
To assign a Shopping Cart:
Navigate to a Cart.
Select Assign Cart.
Search and Assign the cart to another Requester.
Why to Assign:
A Requester can assign a cart to another Requester to submit it. Assigning a cart allows for collaboration or review by others before final submission.
The process involves two roles:
Prepared For: The user who created the cart. They become the PO owner and main point of contact.
Prepared By: The user who submits the cart into the workflow. This user must have the Requester role.
Here are the steps to clone a Requisition:
Clear the cart before you begin.
Do not clone a punchout catalog order; only clone purchasing forms.
Search for a requisition.
In the requisition, click on the Elipsis (3-dots).
Click on Copy to New Cart.
Once cloned, update fields and the purchasing form as needed:
Name the Cart.
Enter the Deliver To Location.
Click on the form in each line to update the response in the purchasing form.
Update Cost Details.
Update Commodity Code if needed.
Enter Chartfields.
Requesters can monitor the requisition's progress in the request's Summary panel.
All approvers in the queue are notified, and they should coordinate primary and backup roles.
Approvers can assign the requisition to themselves to allow for limited edits and approval.
Decisions include Approve, Place on Hold, Return to Requisitioner, or Reject Requisition.
You can find Requisitions to approve using two main options:
Option 1: Action Items in the upper right area of the screen [Flag icon]
Option 2: Requisitions to Approve in the Orders flyout menu > Approvals
Once you are in the correct section, expand it to display the requisitions needing approval, and then click on the Requisition No. hyperlink.
You assign a requisition to approve by clicking Assign & Further Actions.
The reasons for assigning it to yourself are:
It prevents others in the queue from taking action on it.
It allows you to edit it (though only a limited number of fields) and approve it.
When reviewing and approving a Requisition, you first Review the Requisition. Note that there are only limited fields to edit.
You then select one of the following decisions:
Approve
Return to Shared Folder: This unassigns you from the requisition, allowing another Approver in the queue to claim it.
Place on Hold: Use this if additional information is needed from the Requester.
Return to Requisitioner: This sends the requisition back to the Requester for correction and resubmission.
Forward to…: This sends it to another Approver for review or questions.
Reject Requisition: This cancels the requisition.
A Blanket PO is processed by the dollar amount, not by quantity. The requisition line should have a quantity of 1 and the unit price set to the total amount.
To create a multi-year Purchase Order (PO) for goods or services spanning multiple fiscal years under a single agreement:
Complete the appropriate requisition form.
Add multiple lines to represent each year of the agreement and its amount. You should enter the total amount of the order (including all years) as line #1 to ensure appropriate DOA approval.
Check the box for "Multi-Year PO" in the PO Information section.
Limitations/Considerations:
After submission, the Buyer will adjust subsequent year lines (e.g., Line 2 and 3 for a 3-year agreement) to be $.01 on the PO. Procurement Specialists will also add holding lines of $.01 during the requisition review.
The PO Owner can submit a Change Order Request to increase future-year lines when funding becomes available.
The Buyer will adjust the line items for the second and subsequent years to $0.01 (holding lines). The Requester must then submit a Change Order Request to increase the funding when it becomes available for those years.
The original requisition number is done and cannot be touched or resubmitted. However, the items (if not from a PunchOut) can be copied to a new cart to start the process over with a new requisition number.
The Summary panel displays where the requisition is in the workflow, the approval queue, and the names of the approvers in the queue.
You can use "Copy to New Cart" to duplicate the order, but you will have to re-enter the chartfields as they do not copy to the new cart.
These statuses apply to the requisition workflow:
Completed: Requisition processed. Check PO status for details.
Pending: Requisition is waiting for approval review or processing.
Withdrawn: Requisition is permanently removed from the approval workflow by the Requisition owner.
Rejected: Requisition is permanently removed from the approval workflow by an approver. View the requisition comments/history to see details.
Returned: Requisition sent back for edits. View the requisition comments/history to see details. Requisitioner must go to the draft cart to modify and resubmit.
Completed means successful progress. Pending means in progress. Returned means the Requester needs to take follow-up action. Rejected and Withdrawn mean the requisition has been removed from workflow without being completed.
You can find your returned requisition under your Action Items (the flag icon in the upper right corner of the CSUBUY window). You will also receive email if you have such notification enabled. The email will provide some details about the return process. Here's an example:
Subject: Your requisition has been returned. Requisition#: nnnnnnnn
Re: Requisition Returned For Requisition #: nnnnnnnn
Cart Name: as named
Prepared for: Username
Prepared by: Username
Returned by:
Dear Requester Name,
The requisition listed above has been returned by an approver. You can review a read only version of this requisition by selecting the URL below.
(Clicking the button will open a screen viewable version of your requisition.)
****
To make changes to this requisition and re-submit it, please access the returned requisitions from the Cart Management screen. This can be found from the left hand navigation SHOP - MY CARTS AND ORDERS - ACTIVE CARTS
If you have any questions with regard to this requisition, please contact the assignee who returned the requisition or financeconnect+csubuy@sjsu.edu.
The following note was attached to this requisition during the return:
(Date/Time and any system details will display. This may help guide you to make the necessary changes.)
Make your changes to the requisition then resubmit it.
A common issue involves the accounting date in CSUBUY, specifically when a change order is being returned by the system:
Option 1: Update the Accounting Date
The user [PO Owner] can update the Accounting date to the current date i.e. "today".
Option 2: Leave the Accounting Date Blank
The user [PO Owner] can delete the Accounting Date field entirely and leave it blank.
The system will automatically reject an order with an accounting date falling within a closed accounting period. One way to avoid this issue is not to enter an accounting date or to delete the accounting date before submitting the request.