CruzBuy Frequently Asked Questions
Summary: Answers to the most frequently asked CruzBuy system questions.
Accounts and Training
Order Completion
Order Tracking
Changes to Submitted Orders
Buying Specific Goods & Services
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?
Why doesn't the Edit button do anything (supported browsers)?
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 box?
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 place orders with amazon.com? Use a pro-card.
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How do I find the
requisitions I have placed and/or approved?
First try the 'My Requisitions' folder.
It is a feature of the CruzBuy system to move your requisition from
the "my requisitions" list to "my approvals" list,
so if you are your own approver, you won't see it. Follow the steps
below to find your order:
If you are the requestor:
- Go to History
- Click PR History
- choose either PO No. or Requisition
- Press the filter button
- press My Orders
- list the dates you’d like
- Press the Search Button.
If you are the approver:
- Click select user
- Search for the individuals Last name who originally placed the order
- Click search
- Select the individual
- Click "choose selected user"
- Select the date range
- Press search
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.
You can search for either your PR number or PO number on the top right side of your screen. See How to Access Existing Orders and Order History. If the order 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 order is listed, you can press the History and/or Approval status for information on the stage of the order.
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How do I expedite my order? - Tips for the Initiator and Approver
To help expedite your order:
- Choose a supplier already in the system. For any new supplier, Purchasing must receive a New Vendor Payee Setup Form 204 (pdf) tax form back from the supplier and enter it into the UCSC database before the order can be completed.
- Make sure that all the information you’ve added is correct.
- Make sure all necessary fields are filled out.
- Choose an correct Account code and commodity code so the order can bypass Purchasing.
- Choose a realistic Delivery Date for your approver. See "Why did my order fail?" below.
- Contact your approvers to speed up the approval process.
- 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)?
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, FIS can tell you 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 reject your entire order. The rejected requisition can be duplicated by copying to a new cart. This will make it possible for you to make the necessary changes and submit it again.
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 often fail is the Delivery Date that has passed before the order was completed. This date is pre-set for 2 weeks into the future. If you enter a custom date, and the approver sends your order after that date, the order will fail when it communicates with our BANNER system.
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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