Supplier

Finding a Supplier

• Quick Search: You can use the Quick Search field on the Shopping Homepage to quickly search for suppliers.

• Search for Suppliers: Click on "Search for Supplier".

  • By default, suppliers who are active and “Approved” in CSUBUY are displayed.

  • Filters can be removed to display all suppliers, including those with "Inactive" and “Invited” status.

  • Enter the company name in the Quick Search field and click the magnifying glass to locate the supplier.

• Reviewing a Supplier (for selection): For a supplier to be available to select in a requisition, their Relationship should be “In Network” and their Status “Active for Shopping”. Their Active Business Unit(s) should include SJX00 for SJSU.

How to determine the appropriate action for new suppliers, depending on their status

Use the New Supplier Decision Tree to determine whether to request a New Supplier, Extend an existing Supplier to business unit SJX00, Re-Invite a Supplier, or Remind a Supplier who hasn't completed their profile.

Supplier Requests [New / Extend / Re-Invite]

Campus users have access to the following forms to manage and initiate actions for supplier profiles:

• Request New Supplier: This hyperlink, located on the homepage under Quick Links and under the Suppliers flyout menu, is used when a supplier does not exist in the system at all. Users must provide basic information, select the appropriate business unit, and include a critical contact email address for the supplier invitation.

• Supplier Extension or Re-Invite: This form, located in the Miscellaneous dashboard,  serves two primary purposes:

  • Extension: Used to request that an existing supplier in the CSU network be added to a new or secondary business unit e.g. SJX00.

  • Reinvite: Used to re-send a registration email to a supplier if they have lost their original invitation.

• Maintenance Request: This form is used to bring necessary profile changes to the attention of the supplier team, such as a new remit address. While suppliers are expected to maintain their own profiles, this restricted form allows the SJSU operational Finance teams to facilitate updates to ensure payments are sent correctly. 

Requesting a New Supplier

The process to request a new supplier involves several steps:

1. Create and submit a request for a new supplier.

2. The request routes for review/approval by the CSU Supplier Management team.

3. If approved, a blank supplier profile is created.

4. The Supplier Management Team invites the new supplier to register in the supplier portal.

5. Once the supplier completes their profile and is approved, a notification is sent that the supplier is available for shopping.

• You can navigate to the request via the Quick Links Widget or the Supplier Management Flyout.

• The process begins by entering the supplier’s name and clicking 'Submit' to launch the request form.

Using a Supplier [PunchOut Catalogs]

• A PunchOut supplier provides direct access to their catalog through CSUBUY. After checkout, the selected items return to CSUBUY to generate a requisition.

• PunchOut catalogs are available within Guided Buying showcases, on the shopping home page, organized by categories.

• Benefits of PunchOut: You always see the latest pricing and availability, there is no need to maintain or update catalogs in CSUBUY, and it offers a faster, easier ordering experience.

• Checkout Steps:

  1. Go to CSUBUY and open a supplier’s punchout option.

  2. Shop on the Supplier’s Site, adding items to your cart.

  3. Check Out on the Supplier’s Site by looking for a button like “Return to CSUBUY” or “Submit Cart”.

  4. Review your cart in CSUBUY, where your items will appear.

  5. Submit for Approval to follow the normal approval workflow.

• Important Note: You cannot adjust items or quantities once the cart is back in CSUBUY; adjustments must be made in the Supplier PunchOut.

"Supplier Not Known"

• This designation replaces "Supplier To Bid," "Supplier Credit Card Only," and "Supplier No $ Value".

• Use this supplier for: Contract/agreement that needs signing for $0.00, bid/solicitations, a request when the vendor is unknown, or for Credit Card Only purchases. 

  • You should still check if the supplier is in CSUBUY first. Use the supplier ID if available. 

  • You aren’t required to complete the supplier onboarding process before you submit your requisition.

Supplier Submitting/Uploading an Invoice

For POs in CSUBUY, the supplier needs to upload or submit 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:

Creating an Invoice

You can share this information for their convenience.

Supplier Lifecycle

Based on the Supplier Lifecycle diagram, below, here are the action steps and their associated statuses:

• New Supplier Request form submitted

  • Form Status: Under Review

• SM Campus Admin Approval

  • Form Status: Under Review

• SM System Admin Approval

  • Form Status: Approved

  • Profile Status: None

• Invitation sent to supplier

  • Profile Status: Invited

• Supplier accepts invitation

  • Profile Status: In Progress

• Supplier completes and submits registration

  • Profile Status: Profile Complete

• SM System Admin Approval

  • Profile Status: Approved

Note the difference between Form Status [meaning the request in CSUBUY] and Profile Status [meaning the supplier profile in CSUBUY].

SM = Supplier Manager [CSUBUY user role] or Supplier Management [workflow process]