Completing Requisition Details: Edit Requisition Name and Prepared for

Summary: Learn how to edit the name of the cart, and thereby the requisition name.

The Cart Name shows in the upper right corner of the CruzBuy screen. CruzBuy automatically sets the requisition/cart name as the date, shopper's userID, and a number that coincides with how many orders the shoppers has processed that day. For example: 2006-08-22 meolson 01.

Personalizing the name of a Requisition (Cart) to help identify what is on the order is extremely useful for later reviewing the contents of "My Requisitions" folder.

Rename the cart to reflect the order - something recognizable so it can be found easily (keeping in mind that approvers will see your cart name).

  1. The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen.
  2. Click in the existing Cart Name field. Type the new name.
  3. Edit Prepared for, as needed. Prepared for – click Select a different user... if preparing this order for someone who temporarily does not have access to their CruzBuy account. Note that the different user must have access to CruzBuy as a Requestor. Once the order has been submitted, it will appear in the 'my requisitions' list of the user you chose. As the preparer you will no longer be able to withdraw the order or make changes once you have submitted it.
    To place an order for someone who does not have a CruzBuy account, add that info as part of the Cart Name instead, for your personal tracking purposes.
  4. Click Save at the top or bottom of your screen.

Edit Cart Screen

Cart name and prepared for can also be edited from the Review screen. See Review Cart Screen.

Completing Requisition Details: Hold PO Flag

Summary: Learn when and how to set the Hold PO flag.

When a shopper sets the Hold PO flag, no purchase order is sent to the supplier. CruzBuy will generate a PO, but it will not be e-mailed, faxed or sent to the supplier.

When a shopper chooses Yes for Hold PO, then they have the responsibility for informing the supplier of the PO.

The Hold PO feature is commonly used for Safeway and Costco orders, when the requestor physically carries the PO to the location to pick up goods. To set the Hold PO flag:

  1. The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen.
  2. Choose Yes from the Hold PO drop-down menu.
  3. Click Save at the top or bottom of the screen.

Hold PO Flag field

Completing Requisition Details: Specify Shipping Method

Summary: Learn how to specify the supplier's shipping method.

Punchout suppliers only receive specific shipping instructions if the punchout site provides a way for a shopper to add a line item to pay for RUSH shipping. To request RUSH shipping for an item ordered via punchout, a shopper must contact the punchout supplier, refer to the PO number, and request a specific shipping method. Punchout suppliers do not receive the Ship Via information entered by a shopper in CruzBuy for items ordered via a punchout.

The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen.

Ship Via

The Ship Via drop-down menu is located on the left side of your screen, under Hold PO.

There are three options to choose from:

  1. Best Carrier Best Way
  2. Best Carrier 2nd Day
  3. Best Carrier Standard Overnight

Your choice will print on the PO, telling the supplier which shipping method to use.

  1. Using the dropdown menu, choose your shipping method.
  2. Click Save at the top or bottom of your screen.

Completing Requisition Details: Add a PI/Other Approver

Summary: Learn when and how to add a PI/Other Approver.

Each Division defines their approval requirements. Contact your departmental Business Office for assistance determining approval requirements. If someone needs to see your order before it obtains budget approval, then you need to enter that person as a PI/Other Approver.

How to Add a PI/Other Approver

  1. The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen.
  2. Click on the leading text: "Select from profile values..." and choose the needed PI/Other Approver.

Add PI/Other Approver

  1. If the needed PI is not in the list, to choose an alternate approver:
  2. Click on the leading text "Select from all values..."
  3. A search box will appear. Type the person's first or last name with asterisks on both sides (i.e.: *Susie*) in the Value box. Then Search.
  4. A list of available names will pop up. Select the needed PI/Other Approver.

Completing Requisition Details: Special Handling

Summary: Learn when and how to request special handling.

Choosing Yes for Special Handling causes a requisition to route to Purchasing. If you change Special Handling to Yes, then please use the Internal Note option below it to explain the special needs for the order. That is, what does Purchasing need to do for this order?

If your requisition is for services, food, entertainment, chemicals, or animals it automatically routes to Purchasing, so it is not necessary to also set the Special Handling flag, unless you need to specify special handling needs.

To set Special Handling to YES:

  1. The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen.
  2. Choose Yes from the Special Handling drop-down menu.
  3. Click Save at the top or bottom of the screen.
  4. Add an internal note to explain your special handling needs. See Adding an Internal Note.

Special Handling field set to YES

Completing Requisition Details: Adding an Internal Note

Summary: Learn how to add an internal note to a requisition.

The internal note will not be seen by the supplier. It will, however, be read by your approvers and Purchasing.

Set the Special Handling flag to yes to ensure that Purchasing sees the note. See When and How to Request Special Handling.

  1. The Edit Cart screen is the first screen shoppers see after completing the process of adding items to a requisition (cart). Click on the cart name in the upper right corner of any screen to go to the Edit Cart screen. The internal note field is located in the middle of your screen under Special Handling.
  2. Click the leading text "add note...".
  3. A window will open for entering the note.
  4. Click Save at the top or bottom of the screen.

Add an Internal Note for Special Handling

Completing Requisition Details: Add or Remove Items

Summary: Learn how to add or remove a line item.

Adding Items to your Requisition

  1. Navigate to the requisition (active cart), typically by clicking on the Cart in the top right corner of the screen, or by using the carts tab and then choosing draft carts.
  2. To add items, click the Add Products button on the flow diagram near the top of the screen.
  3. CruzBuy will route to the home page. Continue shopping from Hosted Catalogs, Punchouts, or use one of the forms.
  4. After locating the needed item, choose Add to Cart.
  5. When finished, click on your requisition (located at the top right corner of your screen.)

Removing Items from your Requisition

  1. Navigate to the requisition (active cart), typically by clicking on the Cart in the top right corner of the screen, or by using the carts tab and then choosing draft carts.
  2. Click the box on the far right side of the line to be removed.
  3. Choose Remove Selected Items from the dropdown under Supplier/Line Item Details.
  4. Click Save at the top or bottom of your screen.

Completing Requisition Details: Move Item(s) to a Different Cart

Summary: Learn how to shift item(s) in one cart to a different cart.

Shoppers can move an item from one shopping cart to another, before the requisition has been submitted. For example, you may shift items so that only office supplies are in one cart to expedite processing for that order.

The following example shows the process, by moving urea out of the cart of office supplies (angelam pens) and into the cart of lab-related items.

  1. Choose the carts tab, and then draft carts to view active draft carts.

  1. Choose the cart which has an item you want to move. For our example, the angelam pens cart is shown below.
  1. Select the line item(s) you want to move, by checking the box in the far right of the description. Choose Move to Another Cart from the dropdown menu. Click GO.

  1. Select the destination cart for the line item(s) and click Move. The system provides a successfully moved confirmation. Click Close to complete the process.

  1. After the move, the line item appears in the newly selected cart and is deleted from the previous cart. The next screenshot shows the updated angelam lab cart.

 

Review Cart Screen: Cart Name, Prepared for, & Hold PO

Summary: Learn how to navigate to the Review Cart Screen and edit the cart name, 'prepared for' field, and Hold PO setting.

Personalizing the name of a Requisition (Cart) to help identify what is on the order is extremely useful for later reviewing the contents of "My Requisitions" folder.

Rename the cart to reflect the order - something recognizable so it can be found easily (keeping in mind that approvers will see your cart name).

  1. To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
  2. Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
  3. A General Information box is on the left side of the screen. By clicking the Edit button, you are able to change:
    • Cart Name
    • Prepared for – click Select a different user... if preparing this order for someone who temporarily does not have access to their CruzBuy account. Note that the different user must have access to CruzBuy as a Requestor. Once the order has been submitted, it will appear in the 'my requisitions' list of the user you chose. As the preparer you will no longer be able to withdraw the order or make changes once you have submitted it.
      To place an order for someone who does not have a CruzBuy account, add that info as part of the Cart Name instead, for your personal tracking purposes.
    • Hold PO
  4. Click Save after any changes.

Review Screen for CruzBuy

The cart name, Prepared for and Hold PO can also be edited from the Edit Cart screen. See Edit the Requisition Name.

Review Cart Screen: Set the Delivery Address & Delivery Options

Summary: Learn how to specify shipping details.

  1. To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
  2. Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
  3. The Shipping Information box is in the middle of your screen. There are two Edit buttons, one for Delivery Address, and another for Delivery Options.

How to Change the Delivery Address (Ship To) Location

  1. Choose the top Edit button, next to Ship To.
  2. You may select an address from your profile, or you may choose from all the UCSC Organization Ship To addresses.
  3. Click Save at the bottom of the box.

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How to Change Delivery Options

  1. Click the Edit button next to Delivery Options.
  2. You may select a new Ship Via.

To specify different shipping addresses for different line items:

  1. Click the leading text View/edit by line item... at the bottom of the Shipping box.

  1. Click the edit button of the line you want to change.

Different Ship To addresses for different line items will cause your requisition to split into multiple purchase orders.

Review Cart Screen: Billing

Summary: Learn about billing options.

Only 9 departments have direct billing privileges:

  • BayTree Bookstore
  • Copier Program
  • FAST
  • Fleet
  • Library
  • New Teacher Center
  • Physical Plant
  • Physical Planning & Construction
  • UARC

Any employee not affiliated with one of these departments needs to use FAST/AP as the Bill To location.

How to Change the Bill To Location

  1. Choose the top Edit button, next to Bill To.
  2. Select an address from the dropdown list.
  3. Click Save at the bottom of the box.
Bill to Dropdown Screen

Review Cart Screen: Add External Notes & Attachments

Summary: Learn who can add external notes and attachments, and when and how to add them.

Anything added in the Purchasing Use Only... field (external note) will appear on the Purchase Order to the supplier. Use this space to refer to quote numbers, Sales Reps' names, Special Instructions to the supplier, etc.

External notes can be added on either the Edit Cart screen or via the Review screen. The result is the same using either screen.

Edit Cart Screen: For Purchasing Use Only... field is located in the far right column of the screen. To access the carts screen, click the carts tab, or choose the active cart in the upper right corner of the screen.

External Note Field

Review Screen: Click Review in the flowchart shown on the upper right side of the cart's screen.

  1. The External Notes and Attachments box is on the right side of your screen, under the Billing box. Only Purchasing can add an external attachment. (If you need to have an external added to your requisition, use the Special Handling option in the requisition header and include an Internal Note with your request.)
  2. Click the Edit button to the far right of Purchasing Contact Information.
  3. Type your note in the For Purchasing Use Only box.
  4. Click Save at the bottom of the box.

Review Cart Screen: Add and Edit the FOAPAL

Summary: Learn how to add and edit the FOAPAL - Fund, ORG, Account, Activity, & Commodity Codes

Part of your FOAPAL may default for you, but you must know the following information before proceeding:

  • Chart (always X for UCSC)
  • Fund
  • Organization
  • Account

The following pieces are optional:

  • Commodity Code - CruzBuy automatically supplies commodity codes for all hosted catalog and punchout supplier purchases. For purchase requests made on forms, the requestor needs to enter a commodity code. If no commodity code is entered by the requestor, the order will route to Purchasing and a Purchasing Specialist will enter the required commodity code. See List of Commodity Codes (pdf).
  • Activity Code

Process

  1. To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
  2. Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
  3. Click the Edit button to the far right of the Accounting Codes field.
  4. You may select from the values in your profile, or use Select from all values... to search all of the codes by value or description.

    Tip: Search with a blank box to see all values

  1. Click Save when finished.

Note: To edit the accounting codes for individual line items separately, choose the Accounting Codes tab, from the Review screen.

Use the Accounting Codes block to select the same account code for all line items on the order.
or
Alternatively, use the Supplier/Line Item Details block to edit each line item separately. Choose the edit button to the far right of the Accounting Codes line for any line item.

Note: If all but one line item uses the same account code, use the Accounting Codes block to set one account code for all items, and then use the Supplier/Line Item Details block to edit the individual line item that needs to be set differently.

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How to Add or Change the Commodity Code

  1. Within the Accounting Block, click the Edit button to the far right of the in the Other Codes row.
  2. Choose a Commodity Code from the values in your profile

    OR

Commodity Codes Dropdown

  1. Use Select from all values... to search all of the Commodity Codes by description. Click Search without entering a search value to view the first 20 codes. Change the Results per page dropdown to 100 to view all codes. You can sort by either the value or the description. Select the most relevant commodity code associated with your purchase.

 

Commodity Code List

Review Cart Screen: Internal Note for Line Item or Banner Line Item Text

Summary: Learn how to add an internal note for a line item, or add Banner line ltem text.

Requestors are able to add an internal note, and write Banner line item text by editing the line details. Please note the Banner line item text will print on the PO. Use this field for Custody and Building Codes for inventorial equipment.

  1. To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
  2. Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
  3. Under Supplier/Line Item Details, click the Edit button to the far right of the line item description.

Review Cart Screen: How to Turn off Tax

Summary: Learn how to turn off tax.

Refer to the Sales and Use Tax Overview to learn the requirements for collecting taxes.

Requestors are able to turn off tax by editing the line details.

  1. To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
  2. Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
  3. If tax does not need to be included on the PO, in CruzBuy, under Supplier/Line Item Details, click the Edit button to the far right of the line item description.

  1. Un-check the Taxable box.
  2. Click Save when finished.

 

 

Workflow: Purchase Requisition Approvals

Summary: Learn where orders go after being submitted.

  1. Every Requisition is approved at least once. From the carts screen, click on Workflow to view the order's approval process.

Workflow Screen

  1. If you have selected a PI or Other Approver, then PI/Other Approval is the first step.
  2. Org Approval is the next approver.
  3. Purchasing (if applicable) approves next. For example, if you have set the Special Handling flag to YES, then the order will route to the Purchasing Restricted/Special Handling Step (not shown above because the flag was not set).
  4. FOAPAL check is an automated step where the FOAPAL entered in the CruzBuy requisition is checked against Banner (UCSC's Financial Information System.)
  5. PR Export step assigns the PO number to the requisition.

CruzBuy shows who can approve your requisition for each step, even before you submit! To view approvers, click on view approvers.

View approvers for any step!

approvers example screen

How to Check the Status of a Requisition

Summary: Learn how to view the status of submitted orders.

  1. Click My Orders: Requisitions: Pending located on the left side of the home/shop screen, in the Action Items section.

My Requisitions on Home/Shop Screen

  1. Click on the requisition number. The requisition screen will open.

Pending Requisition List

  1. Select the PR Approvals tab to view the approval process. A swirl shows which approval step is currently in process. A green check signals that a step has been completed.

Pending Requisition Workflow Screen

Each requisition that comes to Procurement for approval routes to one of the three Procurement Teams, based on what is being ordered, what form is being used or on which division initiated the order.

  1. Step 4 in the above example shows Procurement Team 2. Choose view approvers to view the list of approvers' names and contact information.

Workflow Approvers

How to Print a Purchase Order

Summary: Learn how to print a purchase order.

  1. Locate the requisition in the My Requisitions folder on the home page, or by using the search field in the top right corner of your screen.

  1. Click the requisition number to open it.
  2. If the order has been approved and completed, a PO number will be at the lower right corner of your screen, next to the supplier name in the Supplier/Line Item Details section.

  1. Click the PO number to open the PO.
  2. Choose Print Fax Version from the Available Actions dropdown menu, and click Go.

Print PO screenshot

  1. Print, as you would any file on your computer. If an electronic file of the order is needed, use the "Save page as..." feature to create a file of the order. Suggestion: Include the PO# in the name of the file you save, so you can readily find it.

PO ready for printing

 

How to Withdraw a Requisition

Summary: Learn how to withdraw a submitted order.

If a requisition has not been completed yet (it does not have a Purchase Order number), then the requestor can withdraw the requisition, copy it to a new cart, make changes, and re-submit the order.

You may only withdraw the requisition if it has not been assigned to an Approver. If it is in a person's approval folder, then the requestor needs to contact the Approver and have them return the order.

  1. Locate the requisition using the left column Action Items – My Orders: Requisitions Pending folder on the home/shop screen.
  2. Click on the requisition number.
  3. Choose Withdraw Entire Requisition from the drop-down menu.
  4. Click Go.

Withdraw Requisition Drop-Down

  1. Enter reason for withdrawal into the pop-up window. This note will appear in the requisition's history.

Withdraw Requisition Dialog

  1. Click Withdraw Entire Requisition. The Status of the requisition will show as Withdrawn.

Withdrawn Requisition Status

How to Copy a Requisition

Summary: Learn how to copy a requisition.

Do not copy orders originally placed with punch-out suppliers.

Do not copy an order which shows an Accounting Date or a Delivery Date (Need Item By).

Accounting Date Screen - Order Is Not Copyable

Delivery Date in Past - Order is Not Copyable

Procedure

  1. Locate the requisition using the left column Action Items – My Orders: Requisitions Pending folder on the home/shop screen.
  2. Choose Copy to New Cart from the drop-down menu.
  3. Click Go.

Copy Completed Order to New Cart

  1. A new requisition will be created with the identical information. Complete as for any other requisition.