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.
Before creating the cart, one must check the following for the specific supplier:
Are they active in CSUBUY?
If they are in CSUBUY, are they associated with SJSU's business unit (SJX00)?
The process flow for a standard purchase order, starting from shopping, is as follows:
Shop (Cart)
Check Out (Submits Requisition into workflow)
Approve Requisition (Completed by Dept. DOA and Compliance Approver)
Create Purchase Order (Completed by Buyers)
Shopping Forms are a method of shopping in CSUBUY, and they serve a specific purpose for various request types.
Available Forms: You have access to forms such as Goods and Services Request, Hospitality, Independent Contractor, IT Hardware, IT Software, and Direct Pay.
Structure: Multiple form request types exist, each with required fields and conditional pages/fields.
Requisition Line Item: An important concept is that one Form equals one Line in a requisition. Adding a form to a cart creates a line item, and users can drill into the line to view the form details and their responses.
Procedure to Submit Forms:
Open the desired form (e.g., Goods and Services Request form).
Select a supplier.
Fill in the required form fields.
Add item(s) to the cart.
Adding Multiple Lines (in Form):
After filling out the form and entering cost details for the first line, click Save to Cart and Add Another.
The current line will be copied into the new one.
Complete the form for the new line and update the information in Cost Details.
The "Supplier Not Known" option in CSUBUY should be selected in the following situations:
For a contract or agreement that needs to be signed for $0.00 [zero dollar].
For bid/solicitations.
For a request when a user does not yet know a vendor.
For a Credit Card Only purchase.
This option replaces the previous categories found in FTS: "Supplier To Bid," "Supplier Credit Card Only," and "Supplier No $ Value."
Punchout orders bypass Contracts & Procurement Services unless they meet one of the following conditions:
The order is $5000 or more ($5000+).
The order is deemed high-risk.
The key benefits of using a PunchOut in CSUBUY are:
You always see the latest pricing and availability.
There is no need to maintain or update catalogs in CSUBUY.
It provides a faster, easier ordering experience.
Items flow directly back into CSUBUY for approvals and payment.
On a requisition for an Amount-Only/Blanket PO, the Quantity and Unit Price must be set as follows:
Quantity: Must be set to 1.
Unit Price: Must be set to the maximum total amount you intend to spend (including tax and shipping).
The Purchase Order (PO) is processed by dollar amount, not by quantity, because the purpose of a Blanket PO is to cover multiple payments up to a maximum total dollar amount with a single supplier within a fiscal year.
The key difference is how the PO is tracked and processed:
Amount-Only/Blanket PO: The PO is processed by the dollar amount, not by quantity. Its purpose is to cover multiple payments up to a maximum total dollar amount over a fiscal year.
Standard PO: This type of PO is typically processed by quantity of items or services ordered.
The user designated as the 'Prepared For' user on an assigned cart has the following two primary roles/designations:
The user who created the cart.
The PO Owner (Purchase Order Owner).
The 'Prepared For' user acts as the point of contact for procurement processing.
The following available forms in CSUBUY do not create a cart with line items:
New Supplier Request (for beginning the process of adding a supplier)
Request to Close a PO (routes to Procurement for processing)
The Direct Payment process in CSUBUY:
follows the standard requisition-to-PO process.
bypasses Contracts & Procurement Services.
automatically generates a voucher upon approval.
will not result in a Purchase Order (PO) being sent to the supplier.
The Direct Payment request is a specific type of shopping form:
Process: It follows the standard requisition-to-Purchase Order (PO) process.
Bypasses Procurement: It is designed to bypass Contracts & Procurement Services.
Voucher: It will automatically generate a voucher upon approval of the requisition.
PO to Supplier: The Purchase Order (PO) will not be sent to the supplier.
Other Restricted Forms: Note that there is also a Direct Payment Request (Restricted Use) form, which is for Payment Services use only.
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.