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CruzBuy Frequently Asked Questions

Accounts and Training in CruzBuy

Who do I contact for new account information?
How do I reset my forgotten password?
Where can I get training for CruzBuy?
What browsers can I use with CruzBuy?
How do I add a new PI/Other Approver to my profile?
How do I set a default PI/Other Approver?

How do I update the FOAPAL in my profile?
How do I find a supplier or add a new supplier?

Order Completion

How do I add multiple line items to a requisition?
Why can Punchout prices not be edited?
When do I use EACH and when do I use NTE?
When and how do I add shipping charges to my order?
Do I need an approver in the PI/Other Approver? - see description at top of How to Add a PI/Other Approver
How do I choose the correct business address when selecting a supplier?
How do I ensure someone in Purchasing reads the Internal Note I attached to my order?

Where Does My Requisition Go? Check Req Status, Print PO, Withdraw Req, or Copy a Req

How do PIs & 'Other Approvers' approve, edit or reject a PO (including FOAPAL changes)?

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Order Tracking

How do I find the requisitions I have placed and/or approved?
How do I receive e-mail notification for my orders?
How do I check on the status of my orders?
How do I expedite my order? - TIPS and order turnaround times
Who approves my order in Org approval, in F&E (food and entertainment)?

Can I track my order after it has been sent to the supplier? Call or e-mail Purchasing.
How do I track an outstanding invoice? Call or e-mail Purchasing.

Changes to Submitted Orders

What is the FAST/AP tolerance level for paying an invoice?
How do I correct an order after it is submitted?
Why did my order fail?
How do I cancel an order?
Can I add or change payment terms for a PO?
How do I fix a FOAPAL after payment has been made to the supplier?

Buying Specific Goods & Services

How do I buy University business cards?
How do I buy from Amazon? Use a pro-card.

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How do I find the requisitions I have placed and/or approved?

See Accessing Orders to learn how find requisitions by PR number, by PO number, by supplier, by FOAPAL, or by Department/Unit.

How do I check on the status of my orders?

If you set your defaults in your profile and e-mail preferences, you will automatically be notified when your Requisition is in any number of various stages. See How to Request Email Notifications.

See How to Review Existing Orders.

You can search for either your PR number or PO number on the top right side of your screen.

If the requisition is still in process (no PO number yet) click workflow (in the flow diagram near the top of the screen) to see who has it.

Once the requisition has been processed and a purchase order has been created, you can review History for information about the order.

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How do I expedite my order? - Tips for the Requestor and Approver

To help expedite your order:

1. Choose a supplier already in the system. See CruzBuy Reference – Shopping: How to Find Suppliers or Add a Supplier.
   For any new supplier, Purchasing must receive a New Vendor Payee Setup Form 204 (pdf) back from the supplier and FAR must enter it into the UCSC database before the order can be completed. All completed 204 forms must be mailed or faxed. Do not scan or email completed 204 forms, due to the information security risk. See UCSC Financial Affairs: Vendor Setup Guide.
2. Make sure that all the information you’ve added is correct.
3. Make sure all necessary fields are filled out. 
4. Choose a correct account code and commodity code so the order can bypass Purchasing.
5. Contact your approvers to speed up the approval process.
6. Contact Purchasing to let us know the order is on its way.

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Who approves my order in Org approval, in F&E (food and entertainment)?

Once a requisition has been submitted, you can view the workflow to see who the approvers are. See How to Check the Status of a Requisition.

Your supervisor can tell you who the budget approver is for your FOAPAL, typically. For F&E approvals, in the colleges, it is typically the CAO (college administrative officer.)

If your org approver is unavailabale due to vacation or illness, the workflow will show who the substitute approver is.

Contact FIS: fis_probs@ucsc.edu.

What is the FAST/AP tolerance level for paying an invoice?

Current policy allows FAST/AP to process price discrepancies of $100.00 or less. It is not necessary to process a change order if the final price is within this range. See Change Orders.

How do I correct an order after it is submitted?

Once an order has been completed, it cannot be altered by you.  However, if it has not been approved by anyone, you can withdraw the entire requisition, using the available actions dropdown option, and follow the prompts.

Your approver may return a requisition with comments about corrections that must be made, or could reject your entire order. For a returned requisition, you can make the necessary changes and submit the order again.

A returned requisition cart can be edited as if it were a fresh cart. The requestor can edit or add items, change shipping/account information, etc. To start over completely, the shopper can use the Delete button on the right side of the screen, and then choose Create Cart or the home/shop tab in the upper left corner. See How to Edit a Returned Requisition.

If the order has already been approved, then you must submit a Change Order. See Change Orders.

Why did my order fail?

A reason orders have occasionally failed is because the order was created by copying a cart or requisition created before the March 2007 CruzBuy upgrade. To avoid a system error and delay of your purchase, please do not copy any requisitions created PRIOR to 3/16/07. (The CruzBuy system upgrade of March 2007 changed the use of the Need Item By field.) How to Copy a Requisition shows screenshots of these date fields.

If a supplier provides an incorrect fax number, CruzBuy will notify Purchasing and Purchasing will correct the fax number and send the order to the supplier.

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Last revised: October 06, 2009 (am)       [CruzBuy Reference Manual TOC ]