CruzBuy Reference Manual

Policies and Guidelines

Summary: This page summarizes fair, ethical and professional business practices and policies that apply to *all* UCSC shoppers.

Policies for Requestors and Purchasers

Conflict of Interest: Avoid making, participating in, or attempting to influence any decision if you know or have reason to know that you have a financial interest in the outcome of that decision.
Favoritism: Avoid any personal business or professional activity that would create, or appear to create, a conflict between your personal interests and the interests of the University.
Personal purchases: Do not use University credit, purchasing power, or facilities to make purchases of goods or services for yourself or for non-University activities.
Unauthorized purchases: Do not make purchases you are not authorized to make, and only order goods and services that comply with University policy.
Employee-vendor: Do not purchase or lease goods or services from any University employee or from a business in which a UCSC employee has a 10% or greater interest.
Near-relative: Do not purchase or lease goods or services from a near-relative of a University employee or from a business in which a near-relative of a University employee has a 10% or greater interest.
Gratuities: Refrain from accepting gifts, preferential discounts, travel, entertainment, favors or services from current or potential suppliers to the University that might influence, or appear to influence, purchasing decisions.
Anti-Kickback: Never accept any money, commission, object of value, offer of employment, or compensation of any kind which is provided or offered, directly or indirectly, by a supplier, contractor or subcontractor for the purpose of obtaining favorable treatment in connection with a grant or purchase contract.
Supplier relationships: Promote positive supplier relationships through:

Non-discrimination: Do not use race, religion, sex, color, ethnicity and national origin of a supplier as criteria when conducting business.
Open competition: Encourage competition through open, equitable, and fair practices.
Fairness: Conduct business with current and potential suppliers fairly, equitably, and in an atmosphere of good faith.
Ethical practices: Avoid the intent and appearance of unethical or compromising practices in relationships, actions and communications.

Split purchases: Never split a transaction to bypass approval limits.

University of California Business and Finance Bulletins

BUS-34 - Securing the Services of Independent Consultants
BUS-43 - Goods and Services
BUS-50 - Acquisition and Use of Narcotics & Dangerous Drugs
BUS-77 - Independent Contractor Guidelines
BUS-78 - Conflict of Interest Guide
G-39 - Conflict of Interest Policy and Related Policies, Guidelines, and Regulations

The basic purpose of University purchasing policies and procedures is to support the teaching, research, and public service missions of the University in a cost-effective manner which best serves the interests of the people of the State of California.

The University is committed to maintaining high standards of performance based upon fair, ethical, and professional business practices. To further this, the University expects each University employee authorized to make purchases, to abide by these Purchasing Standards of Ethical Conduct.

Basic Concepts of UCSC's Purchasing Process

This page outlines the purchasing process in use at UCSC.

An employee or student of the University writes a requisition for an item or service they need. The requisition routes through an item-dependent approval step (PI/Other Approver), then to the Org Approval (Business Manager, Research Accountant, Research Analyst, etc.)

The next step may be Purchasing, depending on the item and the amount of money being spent.

The Supplier receives a Purchase Order and supplies the requestor with the item or service. The Supplier then sends an invoice to the Bill To address stated on the PO.

The Billing Office (FAST/AP, Library, Bookstore, Copier Program, Physical Plant, New Teacher Center (NTC), PP&C, or UARC) pays the invoice.

The process of buying goods and services:

End User Submits CruzBuy Requisition

PI/Other Approver when Required due to Item(s) Being Purchased

ORG Approval

Purchasing Department Approval
(low dollar, low risk requisitions may bypass Purchasing)

PO Sent to Supplier

Supplier Provides Goods/Services; sends an Invoice to "Bill to" Address

Invoice Paid by Billing Office

Setup: CruzBuy Account Setup

Summary: This page explains how to request CruzBuy accounts for shopping or approving requisitions, how to add special approver authorizations to an existing account, and provides contact information for help resolving account challenges.

Problem Solving Contact Information

Financial Information System (FIS) manages the user IDs and passwords for CruzBuy users.

New Accounts & Modifications to Existing Accounts

To request a new account or modification to an existing account, complete and print the CruzBuy Account Authorization Form (pdf). CruzBuy Requestors, Budget Approvers, and PI/Other Approvers need to use this form.

How to Add Special Category Approval Authority to an Existing Account

To add special category approval authority to your existing account, complete and print the Supplemental Approvals Form (pdf). Special category approval authority applies to certain staff groups only, and includes such categories as Food & Entertainment, Colleges Student PO Notification, and High Risk Commodities.

CruzBuy Account Process

Complete the appropriate CruzBuy Form(s).
Obtain the necessary signature authorizations.

Important: Please obtain the appropriate Supervisor and Unit Head/Manager authorizations (Section 3: Authorization). Providing incomplete or incorrect information will delay account processing.

Submit completed, signed form(s) in one of the following ways:
1. Scan PDF and email to fis_probs@ucsc.edu (preferred)
2. Fax to 459-3601 attn: CruzBuy Account Administration
3. Send via intercampus mail to Mailstop: Accounting attn: CruzBuy Account Administration

Email fis_probs@ucsc.edu with any questions or concerns about how to complete these forms, or if you anticipate special needs for new account holders.

Users are notified via e-mail when their accounts are ready. Password pick-up information is provided at that time.

The turnaround time for new accounts is generally two working days after receipt of a correctly completed form.

Problem Solving Contact Information

For any problems with your existing Password, logging in or setting up a new account, please contact fis_probs@ucsc.edu.

Setup: Supported Browsers

Summary: Learn which browsers to use to access CruzBuy.

Firefox is the recommended browser for both MACs and Windows computers.

The following browsers are supported by these platforms:

Platform	Browser Version	Do Not Use
Windows	Internet Explorer (IE) 6.0 SP2, 7.0, 8.0 Netscape 8.0 Firefox 3 Opera 9.0	Netscape (all versions) Firefox 1.5 and 2.0 Opera less than 9.0
Mac	Netscape 6.2 and greater Firefox 3.0 Safari 3.2*	Internet Explorer – Any Netscape (all versions) Firefox 1.5 and 2.0 Safari < 2.0

Do not use Internet Explorer on a Mac.
If you have Windows, we recommend Firefox.
If you have a Mac, we recommend Firefox - especially when shopping using punchout suppliers.

Symptoms of an unsupported browser:

When the edit button on the Review screen is clicked, the screen loads, but nothing ever comes up.
Punch-outs prompt shoppers for a username/password or ask for personal information that is not necessary.

*Macintosh Safari 3.2 Users
Although Safari 3.0 and higher are supported by SciQuest, not all Supplier punchout sites support this browser.

To identify your version of Safari, go to File/About Safari.

Setup: How to Log On and Log Off in CruzBuy

Summary: Learn how to log on and log off in CruzBuy.

Logging On

Click on the red, orange and yellow graphic in the left column of any Procurement and Business Contracts page.
Enter your UserID - this is case sensitive.
Enter your Password - this is case sensitive.
Click the GO button to be taken to your CruzBuy home page.

Logon Screen

Logging Off

The Log Out button is located at the top of your screen on the left hand side.

Logoff Button

Setup: How to Request Email Notifications in CruzBuy

Summary: Learn how to set email preferences in CruzBuy, for requestors and approvers. Users may choose the type of emails they receive. Preferences may be changed anytime.

Requestors can set their email preferences so they receive notification when their purchase order is sent to the supplier. PIs and Org Approvers can set their preferences so they receive an email when an order is pending their approval.

Access to Email Preferences Screen

Click the My Profile navigation tab
Click the User Settings tab
Click the Email Preferences sub tab. You will see a list of several email notification choices.
- Email preferences in the Shopping, Carts, and Requisitions category apply prior to the creation of a PO by the system. These messages typically contain messages relating to an action by a person.
- Email preferences in the Purchase Orders category apply after a PO has been created and are related to system functions. See: How to Request Email Notifications in CruzBuy for information about setting email preferences.
Click to select the desired notifications. See descriptions and suggestions below.
Click Save.

Requestor Email Notification Recommendations

Email Preference Setup for Requestors

PR line item(s) rejected
PR rejected/returned - most often sent when a Budget Approver has rejected a request; email notifications for rejected requisitions now contain Approver's reason for rejection - email notice will also be sent if requisition items are returned to the cart by an Approver
PR Workflow complete / PO created
PO rejected - most often sent when some aspect of the request needs to be corrected, such as delivery date, unit of measure, supplier not in database
PO sent to supplier - states PO number, supplier, and method by which PO was sent to supplier
PO line item Backorder notice

PIs and Budget Approvers Email Notification Recommendation

PR Pending Workflow Approval will provide an e-mail alert when there is an order requiring approval. It is possible to enter CruzBuy from a link within the email, eliminating the need to constantly check your CruzBuy approval folder.

Email Preferences Setup for Approvers

Setup: Ship To Address & Bill To Addresses

Summary: Learn how to set required ship to and bill to addresses for placing orders in CruzBuy.

Ship To Address Setup

Click the My Profile navigation tab.
Click the Purchasing sub tab, then Addresses.
Select the Ship To tab (on the left).
Click the Select Addresses for Profile button on the right.
Enter a Nick Name (or part of one) and click Search.
Select the desired address using the radio buttons on the left side of the list.

Ship To Address Setup

Check the Default box to make this address your default.
Click Save to save it to your profile.

Ship To Address Setup Part 2

Bill To Address Setup

Click the My Profile navigation tab.
Click the Purchasing sub tab, then Addresses.
Select the Bill To tab (on the left).
Click the Select Addresses for Profile button on the right.
Enter a Nick Name (or part of one) and click Search.
Select the desired address using the radio buttons on the left side of the list.
Click Save to save it to your profile.

Process for Adding Codes

Click the My Profile navigation tab.
Click the Purchasing sub tab, then Custom Fields.
Select the Codes tab. Note that the Chart value defaults to X.

FOAPAL Setup Screen

Select Edit on the Fund line.
Select the Search for Value button on the left side of the screen.
Enter the Fund code (i.e., 19900) in the Value box. Partial values can be used to search (for example, 19).
Click Search.

FOAPAL Setup Add Value Screen

Check the Select box. View all search results by shifting through the pages of values.
Click Add Values.

FOAPAL Setup Add Code

The Fund code will appear in the Values box on the left side of your screen. It will now be a choice in your dropdown options for Fund. Additional values may be added to your Fund list, as needed.

Setup: How to Set Defaults for FOAPALs in CruzBuy

Summary: Learn how to customize your CruzBuy account so a specific FOAPAL defaults when you enter an order. The process is shown in detail for the fund code. The process is exactly the same for org codes and activity codes. Account codes and commodity codes should *not* be set to default.

The Chart default value is X for UCSC.
Account codes: Do not set an account code to default for all orders. Choose an account code for each item requested. The requesting department must provide accurate FOAPAL information prior to requisition approval.
- Account code selection information: Financial Affairs Payment/Reimbursement Account Code Directory
- Inventorial equipment account code selection: Financial Affairs Acquisition Guide for Inventorial Equipment
Commodity codes are automatically provided by CruzBuy for hosted catalog items and for punchout suppliers' items. A commodity code must be entered for all non-catalog items (items bought on forms) that have a value greater than $500.

Default Setup Process

Click the My Profile navigation tab.
Click the Purchasing sub tab, then Custom Fields.
Select the Codes sub tab.

FOAPAL Default Setup

Select Edit on the line you want to default (i.e., Fund).
Click on the Fund code you want to have as your default. For example, click on 19900.

FOAPAL Default Setup

A box will appear on the right side of your screen.
Click inside the Default box. A check mark will appear.
Save, then Close. The default value will be shown in Bold type.

Setup: How to Add a new PI/Other Approver to your CruzBuy Profile

Summary: Learn how to personalize your PI/Other Approver list in CruzBuy.

A PI (principal investigator) can be set up as an approver in a step before the Org/Budget Approver. Each Division defines their approval requirements. Contact your departmental Business Office for assistance determining approval requirements. Not everyone will have a PI. For example, when research staff have signature authorization, a PI or Other Approver is only necessary when purchasing DEA-controlled substances or Inventorial Equipment. If someone needs to see an order before it obtains budget approval, then you need to enter that person as a PI/Other Approver.

When a department decides to add a new PI/Other Approver to the CruzBuy system, they contact Financial Affairs: Enterprise Financial Systems for Account Setup.

Click the My Profile navigation tab.
Click the Purchasing sub tab, then the Custom Fields sub tab. Choose the Header (Int.) sub tab.
Click the Edit button across from PI/Other Approver.
Click the Search for Value button.
Search for the person to be added by *last name*.
Check the Select box.
Click Add Values.

Note: Do not add yourself, as this will only create an extra workflow step.

Add PI Other Approver

Setup: How to Set a Default Approver in your CruzBuy Profile

Summary: Learn how to set a specific approver as your default in CruzBuy.

Click the My Profile navigation tab.
Click the Purchasing sub tab, then Custom Fields.
Click the Edit button across from PI/Other Approver.
Click the name of the approver you choose as your default.
Click the Default box.
Click Save.

PI Other Approver Default Setup

Managing Favorites in CruzBuy

Summary: Learn what Favorites are, how to add favorite items to a requisition, how to add items to your list of favorites, how to organize favorites into folders and subfolders, and how to delete favorite items and folders.

My Favorites is a CruzBuy tool that allows requestors to store a list of items they purchase on a regular basis. Users can create personal folders and add items from catalogs, existing requisitions, and forms. Favorites can be organized: users can move items, rename items, delete items, and order directly from the favorites tab. All this is accomplished using a single screen.

Personal favorites allow users to create personal folders and add items to these folders.
Shared favorites are folders, items and forms set up by a system administrator and viewable by ALL SelectSite users.

Navigate to the Favorites screen by choosing the favorites tab from any screen or choose the favorites link in the Go to: section under Shop. Both favorites links perform the same function.

Favorites Navigation

Add Favorite Items to your Requisition
Add Items to your Personal Favorites
Create Folders and Sub-Folders
Delete Favorite Items and Folders

Add Favorite Items to your Requisition

Navigate to the Favorites screen.
Select a folder in the left column.
Select the item(s) you would like to add to your Requisition by clicking the checkbox on the far right of the screen.
Enter the quantity you need.
Click the Add to Cart button.

Buy a Favorite

[Top of Page]

Add Items to your Personal Favorites

To add an item to your Favorites choose add to favorites on the right side of the line item description. Items ordered on forms can be added to favorites. Do not add punch-out items to favorites.

Add an item to favorites

The Add to Favorites window will pop up. Choose the folder to which you would like to add the item.
Edit the name to make it easily recognizable later, as needed.
Click Submit.

favoritesadddialog

A success message will be displayed.

Add Favorite Successful

[Top of Page]

Create Folders and Sub-Folders

Users can create folders and sub-folders. Some examples of ideas for folders:

Office Supplies
Lab Supplies from Fisher
Plumbing Supplies
Products needed for new hires
Inventory items
Kerr Hall Boiler parts

To create a new folder in My Favorites:

Navigate to the Favorites screen.
Select New in the top left corner.
Choose whether to add a Top level personal folder or Subfolder of selected folder.
The Create New Personal Favorites Folder or Sub-Folder dialog will appear. Give your folder a name.
Click Save.
You can now begin adding items to your new Favorites folder.

Favorite New Folder Dialog

[Top of Page]

Delete Favorite Items and Folders

Delete an Item

Navigate to the Favorites screen.
Choose the folder that contains the item you want to delete.
Click the Delete button.
A popup will open and request confirmation for deleting the item.
Click OK. The item will be removed.

Delete a Folder

Navigate to the Favorites screen.
Select the folder you wish to delete.
Click the Delete icon above the list of folders.
A popup will open and request confirmation for deleting the folder.
Click OK. The folder will be removed.

Important: All items in a folder get deleted if you delete a folder. Be careful!

Shopping: Ordering from Hosted Catalogs in CruzBuy

Summary: This page explains the concept of a hosted catalog, then provides instructions for ordering items from a catalog.

A Hosted Catalog is a supplier catalog that is embedded in CruzBuy. The catalog is Hosted by SciQuest, and can be searched by various criteria, as shown in the Searching section below. CruzBuy has a searchable database of 136 suppliers' catalogs (as of July 2009).

Each catalog may or may not display discounted UCSC pricing for non-primary suppliers. (Hosted Catalogs for suppliers such as OfficeMax and Fisher do reflect negotiated UCSC prices.) See Hosted Catalog Suppliers with Discounted Prices.

Requestors can search for an item across all hosted suppliers, ensuring the fastest way to find the lowest price. A supplier who has won the contract with UCSC through a bidding process will sort to the top, and the items will be highlighted. This does not mean you are required to buy from that particular supplier. However, they will most likely provide the lowest price for your item.

How to Add Items to your Requisition and Complete the Order

What Icons Represent

Searching

A new home/shop tab combines the home and product search tabs.

The search feature is now located at the top of the screen, and all shopping methods are accessible from the home page. See the options directly below the simple search:

Managing and selecting favorites
Using forms (non-catalog, services, food and entertainment, change orders, etc.)
Using quick order for catalog # entry - do not check "Include similar terms"
Browsing by suppliers and categories
Accessing contracts search

From any of these shopping options, return to the simple search feature by choosing the home/shop tab.

Shop image

A drop-down menu makes it easy for shoppers to choose the category for the item(s) they need.

Shopping Options

Shoppers can specify search details by choosing the advanced search. Click on the advanced search link to go between the simple and advanced search options. Choose among various fields from which to search, including Supplier Name, Manufacturer Name, and Part No. (SKU).

TIP: Put a check in the Include Similar Terms box.

Advanced Search

[Top of Page]

Example: Looking for Gloves

Type gloves in the All of These Words field of the Advanced Search.

Search results can be sorted by price, supplier, part number, etc. Choose the sort method using the Sort by drop-down box. Refine (filter) results by keyword, supplier, category, or packaging UOM (all available on the left side of the screen).

If available (from the supplier), the product image is included in the search results and can be made larger for viewing.

Mouse over any icons to view an item-specific legend.

Mouse Over Icons

Items may be compared. Choose the compare link in the right section of the line item description. A green arrow will appear and the link name will change to remove.

Compare Results

After choosing items to be compared, click on the Compare Selected button at the top right of the list to view the comparison results. Choose the Back to Search Results button to continue shopping.

Comparison Results

[Top of Page]

How to Add Items to your Requisition and Complete the Order

Enter the quantity desired in the Qty field.
Click the Add to Cart button to add the item to your Requisition.
You may also Add Favorite. See Managing Favorites.
Repeat the shopping process until finished. Due to a limitation in the interface between CruzBuy and Banner FIS, for a single order include at most 40 line items for a single FOAPAL, or up to 6 line items for each of 6 different FOAPALs. If additional line items are needed, please submit two requisitions.
Click the cart in the top right corner of your screen. The Edit Cart (requisition) page will appear.
Change the Cart Name to a description you will recognize.
Click the Review step in the Workflow Process.
Edit header fields as necessary (ie: FOAPAL).
Click Submit.

Hosted Catalog Suppliers with Discounted Prices (July 2009)

Applied Biosystems
Beckman Coulter Inc.
Bio-Rad Laboratories
Cambridge Isotope Laboratories Inc. ($50 minimum order)
Digital Intelligence Systems (DISYS)
EMD Biosciences, Inc.
Fisher Scientific Company LLC
GE Healthcare Bio-Sciences Corporation
ISC/BioExpress
J. A. Sexauer
New England Biolabs Inc.
Office Max
Palace Art and Office Supply
Praxair Distribution, Inc.
Ricoh Americas Corporation
Sigma-Aldrich Company Incorporated
USA Scientific
Varian, Inc.
VWR International, Inc.
Xerox Corporation

What Icons Represent

A flag signals a primary supplier, usually one with a UCOP agreement. When more than one supplier carries an item, the primary supplier's products will be listed first in product search results.

A flag signals a secondary supplier - one that offers some kind of discount.

The icon represents a hosted catalog.

The icon identifies punch-out suppliers.

The Small Business Enterprise icon signals a small business.

The icon signals a veteran-owned business.

The icon signals a woman-owned business.

The and icons signal preferred (primary and secondary) suppliers.

The icon signals that an item is an organizational favorite (a UCSC favorite).

The icon signals a SBA historically underutilized business enterprise.

The icon signals an educational and institutional cooperative supplier (E&I Co-op).

The icon signals a minority business enterprise.

The icon signals a small disadvantaged business enterprise.

Shopping: How to Use Punch-outs in CruzBuy

Summary: Learn what a Punch-out supplier is, and how to request items from these suppliers.

A Punch-out is a website where the shopper is redirected to the supplier’s site. A cart is created on that site. Then the shopper is redirected back to CruzBuy with their selected merchandise. Punch-out suppliers enabled in CruzBuy offer discounted prices to UCSC. Punch-outs display negotiated UCSC pricing.

The Requestor logs in to CruzBuy, chooses a Punch-out supplier by clicking on the supplier's icon, and is seamlessly transported to the supplier's website. The Requestor shops the site, obtaining UCSC pricing automatically, and then returns to CruzBuy to complete the requisition process.

Connecting to a Punch-out Supplier's Catalog
Disconnecting from a Punch-out
Adding Punch-out Items to a Requisition
Punch-out Suppliers Available in CruzBuy

Prices and quantities can only be changed at the punch-out site. (Orders from punch-out suppliers are "flagged" by the supplier before punching back to the requestor's shopping cart in CruzBuy. The punch-out site's SKU and price information must match the CruzBuy order data. This same information must be transmitted back to the supplier when your order is placed and sent to the supplier electronically. If not, the order will kick out into an exception queue or will fail.)

Rush Shipping: 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.

Line Item Limitations: Due to a limitation in the interface between CruzBuy and Banner FIS, for a single order include at most 40 line items for a single FOAPAL, or up to 6 line items for each of 6 different FOAPALs. If additional line items are needed, please submit two requisitions.

Connecting to a Punch-out Supplier's Catalog

Login.
From the home/shop page, scroll to the middle of your screen.
Each button in the Punch-out section represents a supplier. To shop from that supplier, click on their button.

Punchout Supplier Icons

[Top of Page]

Disconnecting from a Punch-out

The Cancel Punch-out button is located at the top right corner of the screen.

Selected items will not transfer to a CruzBuy requisition if the Cancel button is clicked.

[Top of Page]

Adding Items to a Requisition and Completing your Order

Shop the supplier's website for the item(s) you need, adding them to your website cart as you go.
Go to the Checkout screen on the supplier's website.
Select the button called Transfer, Submit, Order via SciQuest (or something along those lines).
You will be taken back to CruzBuy, with all the items you selected showing on a CruzBuy requisition. All items ordered via Punch-out include the punchout icon .

Requisition with a Punchout Line Item

Change the Cart Name to a description you will recognize.
Click the Review step in the Workflow Process.
Edit header fields as necessary (ie: FOAPAL, Delivery Date).
Click Submit.

[Top of Page]

Punch-out Suppliers Available in CruzBuy

As of July 2009, the following Punch-out Suppliers are available in CruzBuy:

Apple Computer
CDW-G
Dell
GovConnection
Grainger, Inc.
Invitrogen
MSC
OfficeMax
PBI, Inc. (Steelcase Dealer)
SHI
Sun MicroSystems

Shopping: Using Forms to Submit Requisitions in CruzBuy

Summary: Learn when shoppers must use forms to request items in CruzBuy, and review a list of which form to use for specific purchases.

If a supplier does not have a Hosted Catalog or a Punch-out site in CruzBuy, you will need to use a form to request your purchase. CruzBuy has 20 different forms to fit your needs.

See CruzBuy Forms for Commodities Not Available in Hosted Catalogs or Punch-outs.

You can include multiple forms and types of forms on a single requisition. Each completed form will appear as a separate line item on the requisition. For example, you can request all of the food and drinks for a single event, from mulitple suppliers, by completing a separate Food & Entertainment form for each supplier. CruzBuy will create multiple purchase orders as needed.

All forms have similar features. For example, every form begins with Supplier Info. Forms have different fields, based on the type of item you are purchasing. Shoppers must use the correct form to request items.

How to Decide Which Forms to Use
How to Complete the Chosen Form
How to Edit a Form that has been Added to a Cart

Form List and Summary of Use

From the home/shop page, click on the forms tab in the middle of your screen, or on the forms link below the Shop dialog.

Form Tab

Choose the specific form to request the item(s) you need. A description of each form, and what items may be requested on it:

Organization Forms

Non-Catalog Goods Form: Use this form to request tangible items, like a digital camera, tweezers or a part needed to repair something.

Blanket Order Request: This form is for requesting a new Blanket PO for a multi-year contract only.

Change Order Request: Use this form to request that a change be made to an existing Purchase Order or Blanket PO (ie: FOAPAL, price). See Change Orders. Use the Food and Entertainment Change Order form for any requests for changes to Food and Entertainment orders.

Chemical and Biological Reagents Form: Use this form for any chemical or biological reagent, such as oligos, chlorophenyl, calcium, sodium, bromide and chlorine. Note that the Hazardous Materials form appears when the chemical and biological reagent form is selected.

Food and Entertainment Change Order Form: Use this form to request any changes to existing food and entertainment purchase orders.

Food and Entertainment Form: Use this form to request catering, flowers, conference fees, Safeway and Costco orders (food for animals, as in feed, should be on a Non-Catalog Goods Form).

Hazardous Materials Form: Hazardous materials, such as chloroform and sulfuric acid.

Services Form: Use this form when requesting service from a supplier, such as a consultant, web designer, installer, on-site repair person or performing artist.

Student Programming Form: This form is used by students and members of SOAR (Student Organization Advising and Resources). They use this form for all their purchases, no matter what the item. CRE and CPC staff may also use this form for student events. (This form was called Colleges and Student Purchases Form prior to CruzBuy 8.1.)

Misc. Purchase Forms

C&G Sub-Award Request: Documents a request for a Sub-Award. A subaward is an award of financial assistance in the form of money made under an award (i.e.: grants and other agreements) by a recipient to an eligible subrecipient or by a subrecipient to a lower tier subrecipient.

Equipment Lease Form: Use this form when leasing a piece of equipment (ie: office, such as a copier, or scientific equipment) for a period of time.

Recruitment Ad: Use this form for both Academic and Staff recruitment ads.

Request for Air Conditioner: The purpose for which the air conditioner is being requested must be documented. (UCSC policy does not allow the purchase of mechanical air conditioning units for human comfort.)

Request for Firearm or Ammunition: This form is for requesting police supplies, such as a firearm, ammunition or similar restricted items.

Vehicle Purchase/Lease Form: Buying or leasing a vehicle. Fleet Services reviews all requests.

Vehicle Rental/Charter Form: Renting or chartering a vehicle (car, bus, van, boat, plane, etc.)

Restricted Research Purchases

Animals Form: Use this form to order any type of animal.

DEA Controlled Substances Form: This form is for requesting DEA Controlled substances, such as valium and ambien.

Ethyl Alcohol Form: Ethyl Alcohol. Note that ethyl alcohol is also available in the CruzBuy hosted catalogs.

Radioactive Materials Form: Radioactive materials, such as radioactive isotopes.

[Top of Page]

LIst of Forms

[Top of Page]

Restricted Miscellaneous Forms

[Top of Page]

Restricted Forms

How to Complete the Selected Form

All required fields are shown in bold on forms; these fields must be completed before submitting the request.

Review the description at the top of the form, to ensure this is the correct form for your request.
Enter the preferred supplier. See How to Find Suppliers in CruzBuy.
Catalog No.: if the item you are ordering has a part number, then enter it here. If not, type Unknown or N/A (not applicable.)
Product Name/Description: Enter a detailed description of the item being requested. If you have a quote, refer to it here.
Quantity: Enter the requested quantity.
Unit of Measure: Leave the first (left) Unit of Measure box empty. Use the Unit of Measure dropdown box (right side) to select the unit of measure.
Price Estimate: Enter the price of *one* of the items. It is not necessary to enter in a dollar sign or comma. For example, if the item costs $5.00, type 5. If it costs $5.13, enter 5.13.
Manufacturer Name and Manufacturer Part No. are not required. Shoppers may enter applicable information.
Health and Safety: Check the appropriate box if buying an item from one of those categories.
Internal Notes: Provide any specific instructions for Purchasing.
Internal Attachments: To insert an attachment, click the Attach/Link button. A popup window will open. Browse your hard drive and choose the needed electronic document. Click Open. Then, back in the CruzBuy dialog windor, click the Attach Document button. Finally, close the Attachment popup window.
Is the vendor a University Employee or a Near Relative of a University Employee? If the answer is yes, a completed Conflict of Interest form must be attached.
To request only this item being from this supplier, choose Add to Active Cart from the dropdown menu located at the bottom of the page and click GO. To request multiple items, choose Add to Cart and Return and click GO. Choose Add to Active Cart and click GO for your last item.
Shoppers may also Save to Favorites or Add to Draft Cart or Pending PR/PO (use when more than one draft cart is active at the same time).

How to Edit a Form that has been Added to a Cart

An existing line item that was created using a form may be edited to correct information, and may also be used to create an additional line item.

From either the Edit Cart screen or the Review screen, click on the form icon beside the item description .
Make any desired changes on the form.
To save changes to an existing line item:

Choose Save to Shopping Cart and click GO. The screen may flicker but will still show the form.
Choose Exit and click GO to go to the Review screen.

OR

To create an additional item for the requisition:

Choose Add to Active Cart and click GO. The system adds a new line item to the cart and returns to the Edit Cart screen, ready for requisition completion.

How to Make Repeat Purchases of Goods & Services

Summary: Learn how to quickly place orders for items you have previously requested using CruzBuy. You can either copy an existing order or choose items from your list of favorites.

Copy an Existing Order

You can copy an existing requisition to buy items you have bought in the past. All information on the original order becomes part of the new order. After you copy the order you can edit it to change the price, quantity, FOAPAL etc. to match current needs. Sometimes this copying process is referred to as copying a cart. Note that the cart must have been submitted as a requisition before it can be copied to make a new order.

To avoid a system error and delay of your purchase, please do not copy any requisitions or carts created PRIOR to 3/16/07. (The CruzBuy system upgrade of March 2007 changed the use of the Need Item By field.)

Punchout orders cannot be copied because each punch-out session is given an "order designator" by the supplier to correspond with particular line items chosen during that punch-out session. The supplier's list must match the electronically submitted PO. A copy of an order would fail because it would not be recognized by the supplier's system.

Choose Items to Purchase from your List of Favorites

Instead of copying an existing requisition, you may use My Favorites - a CruzBuy tool that allows requestors to store a list of items they purchase on a regular basis. These items are stored in Favorites folders, and can be added to a cart directly from the My Favorites screen. After selecting items, complete the order. See CruzBuy Reference - Chapter 3: Completing a Requisition, as needed.

Shopping: How to Find Suppliers or Add a Supplier

Summary: Learn how to find suppliers in CruzBuy, and how to add a new supplier.

Supplier Search Procedure & Add Supplier to CruzBuy	Hosted Catalog Suppliers with Discounted Prices
DBA - Doing Business As Supplier List	Punchout Supplier List

Shoppers can click on Browse: suppliers located under the Shop dialog on the home/shop page to view Hosted Catalog Suppliers. See also What Icons Represent.

Supplier Search Button

List of CB Suppliers from Browse Link

[Top of Page]

Supplier Search Procedure & Adding a New Supplier to CruzBuy

From any form, click choose supplier... to search for the supplier.

Supplier Search on Forms

A new screen will appear. Click the Search for Supplier button to continue,
or
to request a preferred supplier not already in CruzBuy, skip to Step 6 below.

CruzBuy Supplier Search dialog screenshot

Enter the name of your supplier in the Supplier Name field,
or
To request that Purchasing choose the supplier, enter "To be Selected" in the Supplier Name field, and then select "To be Selected by Central Purchasing" from the Supplier Search Results.

The asterisk (*) is the wildcard option for searching. It is advisable to put an asterisk before and after a shortened version of the supplier's name.

Click the Search button.
A list of suppliers will appear. Click the Select button (on the right side) and the supplier information will be entered on the form. See How to Choose the Correct Business Address When Selecting a Supplier.
This completes the process for suppliers available in CruzBuy.
To request a preferred supplier not already in CruzBuy, select Manually enter supplier information in the Supplier selection criteria dropdown and then enter the supplier information.
1. List the supplier's phone number and fax number.
2. Add an Internal Note to Procurement and Business Contracts indicating that you are requesting a new supplier, and indicate whether you have sent a Payee Setup Form 204 (pdf) to the supplier. See Adding an Internal Note. All completed 204 forms must be mailed or faxed. Include the CruzBuy Requisition Number on any completed 204 forms you fax or mail to Procurement and Business Contracts. Do not scan or email completed 204 forms, due to the information security risk. See UCSC Financial Affairs: Vendor Setup Guide.
Finish your order and complete as usual.
Your order will be routed to Purchasing where we will either determine if we can use another supplier who is already on file or we will send the new vendor a 204 tax form if you have not sent one yet.

[Top of Page]

"Doing Business As" Suppliers (dba)

In CruzBuy, shoppers are able to search for vendors by their business names. Before December 2006, over 300 suppliers were identified by the owner's name rather than the business name. For example, in order to find Joe's Pizza & Subs, it was necessary to search by the owner's name, Youssef Hammana. This caused a great deal of confusion. All those suppliers whom we call dba suppliers (doing business as), are now in CruzBuy using their business names.

Suppliers with Multiple Business Names

Occasionally suppliers have multiple business names. For instance, Consolidated Electrical Distributors Inc is also known as Royal Wholesale Electric and All-Phase Electric Supply. Purchasing maintains a list of suppliers who have multiple Business Names. The list is available at Doing Business As List.

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).

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.
Click in the existing Cart Name field. Type the new name.
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.
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:

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.
Choose Yes from the Hold PO drop-down menu.
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:

Best Carrier Best Way
Best Carrier 2nd Day
Best Carrier Standard Overnight

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

Using the dropdown menu, choose your shipping method.
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

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.
Click on the leading text: "Select from profile values..." and choose the needed PI/Other Approver.

Add PI/Other Approver

If the needed PI is not in the list, to choose an alternate approver:
Click on the leading text "Select from all values..."
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.
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:

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.
Choose Yes from the Special Handling drop-down menu.
Click Save at the top or bottom of the screen.
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.

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.
Click the leading text "add note...".
A window will open for entering the note.
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

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.
To add items, click the Add Products button on the flow diagram near the top of the screen.
CruzBuy will route to the home page. Continue shopping from Hosted Catalogs, Punchouts, or use one of the forms.
After locating the needed item, choose Add to Cart.
When finished, click on your requisition (located at the top right corner of your screen.)

Removing Items from your Requisition

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.
Click the box on the far right side of the line to be removed.
Choose Remove Selected Items from the dropdown under Supplier/Line Item Details.
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.

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

Choose the cart which has an item you want to move. For our example, the angelam pens cart is shown below.

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.

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.

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).

To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
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
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.

To access the carts screen, click the carts tab, or the active cart in the upper right corner of the screen.
Access the Review Cart screen by clicking on Review in the flowchart shown on the upper right side of the carts screen.
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

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

Workflow: Purchase Requisition Approvals

Summary: Learn where orders go after being submitted.

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

Workflow Screen

If you have selected a PI or Other Approver, then PI/Other Approval is the first step.
Org Approval is the next approver.
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).
FOAPAL check is an automated step where the FOAPAL entered in the CruzBuy requisition is checked against Banner (UCSC's Financial Information System.)
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.

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

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

Pending Requisition List

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.

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.

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.

Click the requisition number to open it.
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.

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

Print PO screenshot

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.

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

Withdraw Requisition Drop-Down

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

Withdraw Requisition Dialog

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

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

Copy Completed Order to New Cart

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

Approvals - for PIs and Other Approvers

How to Set Email Preferences to Receive Notice when an Order Awaits Approval

Summary: Learn how PIs and Other Approvers set e-mail preferences to receive notice when an order awaits approval.

Click My Profile from the top navigation bar.
Under User Settings, choose the Email Preferences tab.
Place a checkbox in PR pending Workflow Approval.

Click Save before exiting.

How to Assign, Edit, and Approve or Return a Requisition

Summary: Learn how PIs and Other Approvers approve or return requisitions.

Approve a requisition only after viewing all details and confirming that the order is correct.

Click + View Approvals located on the left side of the home/shop screen, in the Action Items section.

Unassigned requisitions will be listed in the lower sections of the approvals screen - with Assign in the Action column on the right side of the screen. A requisition can be approved without being moved into your My PR Approvals folder, but any order must be placed in your My PR Approvals folder before it can be corrected. Select a requisition and click Assign to move a requisition into your approval folder, or choose the Assign drop-down and click Go. Be sure to use the drop-down box above the requisition.
Requisitions you have assigned to yourself that are awaiting your approval and your order notifications will show in the My PR Approvals section at the top of the My Approvals screen.

[Top of Page]

List of Requisitions Awaiting Approval

Click the requisition number to view an order. Once you assign the order to yourself (it will show in your My PR Approvals folder), then you can edit (correct) General Info, Shipping and Billing Info, and Accounting Codes and can add attachments. Use the Edit buttons to change the requisition as necessary and Save to preserve your edits. Line item edits need to be made by the requisitioner. See Return to Requisitioner below.
After a requisition is assigned to a specific approver and before it has been approved, the approver's name appears in the workflow step when the PR Approvals tab is chosen.

[Top of Page]

After confirming that the details are correct (Amount, Ship To, FOAPAL), check the Select box (located on the far right side of the Approvals screen) for the order and choose Approve/Complete Step from the drop-down menu above the list of requisitions and click GO.

Approval Drop-down Options

Additional requisition options available via the Approvals screen drop-down:

A requisition can be forwarded to another approver for review. A pop-up dialog will provide space for adding a comment.

An order can be returned to the Organization folder, for approval by another approver, by choosing Return to Shared Folder from the drop-down.

Procurement Staff can Place PR On Hold (for example, if the Payee Setup Form 204 has not yet been received and processed by FAST/AP.)

Notes can be added to a requisition's history.

Notifications can be removed.

After a requisition has been approved, the approver's name appears along with a green check in the workflow step when the PR Approvals tab is chosen.

[Top of Page]

Return to Requisitioner

If line item details are not correct, approvers and Procurement staff are able to return an order to the requisitioner for changes. The approver must first assign the order to themselves. See Step 2 above for details.
For any order in an approver's queue, they can open the order by clicking on the requisition number, and then choose Return to Requisitioner from the requisition screen drop-down to send the order back for corrections. When a requisition is returned to an end user, the end user can edit the cart and resubmit the requisition. CruzBuy will repeat the workflow process, retaining the requisition number, the current state of the requisition, and any history of that requisition. After a requisition has been returned to the requisitioner it will not be found via a PR search, unless it gets resubmitted.

After selecting Return to Requisitioner the person rejecting the requisition has the option of entering a comment detailing the reason for returning the requisition. If the requisitioner has enabled email notifications for PR rejected/returned, an email with the reason will be sent to the requisitioner.

The 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 use Create Cart or home/shop in the upper left corner. See How to Edit a Returned Requisition.
When the requisition has been reviewed by an approver, the status will be Resubmitted to show that the requisition has been returned previously.

How PIs & 'Other Approvers' Assign and Edit a Requisition

Summary: Learn how PIs and Other Approvers assign a requisition to themselves before editing it.

Open the PI/Other Approval Folder on the left side of your Home page.
Click the requisition number to open and view the order.
If the item details need to be edited (Amount, Ship To, FOAPAL and Delivery Date: the date must allow time for all approvals to take place), then choose Assign to myself and GO from the dropdown menu at the top right of your screen.
Edit buttons will appear. Edit the requisition as necessary.
Choose Approve/Complete step from the dropdown menu.

Congratulations! You have just edited and approved a requisition.

How PIs & 'Other Approvers' Reject a Requisition

Summary: Learn how PIs and 'Other Approvers' reject a requisition.

Click + View Approvals located on the left side of the home/shop screen, in the Action Items section.

Unassigned requisitions will be listed in the lower sections of the approvals screen - with Assign in the Action column on the right side of the screen. A requisition must be placed in your My PR Approvals folder before it can be rejected. Select a requisition and click Assign to move a requisition into your approval folder, or choose the Assign drop-down and click Go. Be sure to use the drop-down box above the requisition.
Requisitions you have assigned to yourself that are awaiting action by you will show in the My PR Approvals section at the top of the My Approvals screen.

List of Requisitions Awaiting Approval

[Top of Page]

Click on the requisition number.
Scroll down to the line items.
Place a check in the boxes next to the items you need to reject.
Choose Reject Selected Items from the drop-down menu.
Click Go.

Reject Line Items

Enter the reason for rejecting the item in the pop-up window. This note will appear in the requisition history.
Click Reject Line Item.

Reject Line Item Note - Added to History for Requisition

Requisitioners can click on PR Approvals for the requisition to see the next steps for the order. The red x in the workflow shows that part of the order was rejected.

Tips for PIs & 'Other Approvers'

Summary: Review tips for PIs and 'Other Approvers'.

If you assigned a requisition to yourself by mistake, choose Return to Shared Folder from the dropdown menu so a different Org Approver can approve it.

Return Assigned Requisition to Shared Folder

Only forward a requisition to another Org Approver.
If you notice that the Org code is wrong, either correct the org code or return the requisition. See How to Assign, Edit, and Approve or Return a Requisition.

How Org Approvers and PI/Other Approvers Find their Reviewed Orders

Summary: Learn how Approvers find orders they have reviewed.

Approvers can access orders that they have reviewed (approved and/or rejected) using the Requisition outbox feature.
Approvers can locate reviewed (approved and/or rejected) orders by supplier name, requestor or date range - using History searches. See How to Find Reviewed Requisitions for details.

Requisition Outbox Search Instructions

Login to CruzBuy as an Approver.
Click the approvals tab and then the requisition outbox tab.

The requisitions you have approved in the previous calendar month will be listed by default. To view a different time period of requisitions, click + Click to filter requisitions (see above.)

Choose Manual Filter to enter a specific date range, and if desired, select the approval status of the requisitions for which you are searching. For example, you can search for all approved requisitions for 2008 by entering 01/01/2008 in the Start Date field and 12/31/2008 in the End Date field. To view rejected or partially rejected requisitions you may use the Current Workflow Status drop-down menu. To find all orders you rejected, use the My Action drop-down menu.

The default search results are displayed in descending order of approval date. The results shown below are sorted by Approval Date/Time, as indicated by the solid arrow (circled below). Click on any column name with a triangle next to it to sort in ascending or descending order.

Approval Outbox Search Results List

[Top of Page]

How to Find Reviewed Requisitions

To locate your reviewed (approved and/or rejected) orders by supplier name, requestor and/or date range:

Login to CruzBuy as an Approver.
Click the history tab and the PR History tab. Within the PR History tab, choose by Requisition.
To find orders you have reviewed, by supplier name:
1. Click the Select Supplier button and choose the supplier.
2. Click on the Filter box.
3. Select the Orders I Reviewed radio button.
4. Enter a Start Date and End Date to specify the date range.
For the search example shown, OfficeMax orders reviewed by you during the specified dates will be listed.

PR History Search Setup

[Top of Page]

Search results for the example specified above, displayed with the most recent Requisition Date/Time first:

PR History Search Results

OR
To search by requestor:

Click on the Filter box.
Select the Orders I Reviewed radio button.
Search for orders submitted by a specific requestor using the Prepared For or the Prepared By button.

[Top of Page]

Quick PO Search by Number

Use the Search for: PO No. drop-down in the top right corner of any screen to view a specific order that has been completed. Similarly, choose PR No from the drop-down to specify a requisition number. Search results for a specific PO are shown below.

Search Results PO Using Quick Search

PO Search from PO History Tab

To view the supplier name and PR number for a specific PO No. choose the history tab, and then the PO History tab and then search by PO.

Search Results Using PO History tab

PO Search from PR History Tab

To view the requisition (cart) details: name, PR number, total dollar amount of the requisition, etc. for a specific PO No. choose the history tab, and then the PO History tab and then search by PO. Note that these search results show the requistion number and the dollar amount total for all orders created from the requisition.

Search Results for PR History Tab with PO No.

Accessing Orders & Order History

How to Review Existing Orders

Summary: Learn how to find and review your purchase requisitions.

From the home/shop screen, click on My Orders Pending. The list shows requisitions placed in the previous 90 days. For older requisitions use the search features. See Accessing Orders.

Home Shop Screen Access to Requisitions

The Results per page drop-down can be used to adjust how many pending requisitions are displayed per page.

Pending Requisitions

[Top of Page]

Select the requisition by clicking on the requisition number.

Summary Requisition

[Top of Page]

From the tabs, select PR Approvals.
The screen will show a process flowchart for requisition approval. A blue swirl indicates that step is in process. A green check in a step shows that the step has been completed successfully.

Requisition Approval Flow

How to Find an Order by Purchase Requisition (PR) Number

Summary: Learn how to find your purchase requisition by PR number.

From the drop-down menu at the top right corner of your screen, select PR Number.
Enter the PR number in the box to the right.
Click GO.

PR Quick Search Drop-down Box

How to Find Orders by Purchase Order (PO) Number

Summary: This page shows how to find and review your purchase orders, by PO number.

From the drop-down menu at the top right corner of your screen, select PO Number.
Enter the PO number in the box to the right.
Click GO.

PO Search Drop-down

How to Access Existing Orders by Supplier or FOAPAL

Summary: Learn how to find and review your purchase orders, by supplier or FOAPAL.

Users are able to search by supplier or by FOAPAL information, for both PR and PO searches. A user can provide only accounting information as search criteria, or use it in conjunction with other search fields (such as a particular user, and/or supplier). The Select from profile values... and Select from All Values... links allow a user to search for account codes the same way they would while creating a requisition.

Select history from the top navigation tabs.
Select the PR History tab.
Select by Requisition from the tabs in the middle of your screen.
Click on the Select Supplier button.
A new window will appear, prompting you to enter the supplier's name. Enter the name of the supplier. Shoppers can search for the beginning of any word appearing anywhere in the supplier name. Click Search.
Place a checkbox in the select field of the supplier for which you are searching.
Click Choose Selected Supplier.
Check the Filter to use the additional filters in the lower part of the search screen.
Choose whether to view only your own orders, orders submitted by you - including those for someone else, or Division Orders.
Choose the start and end dates for your search.
Enter a FOAPAL to search for only orders placed using specific accounting information.
Click the Search button.

PR Search by Supplier

Example results:

How to Search for Orders by Unit

Summary: Learn how to find and review your purchase requisitions, by Unit.

Select history from the top navigation tabs.
Select the PR History tab.
Select by Requisition from the tabs in the middle of your screen.
Click the Filter box.
Specify start and end dates for the search.
Select a division from the PR Departments box on the left side of the screen.
Click the to move it to the Only Include PRs from These Divisions box.
Click the Search button.

Search By Unit

Example search results:

PR History Results by Unit

How to Review Status, Comments, History and Notes for a Requisition

Summary: Learn how to access detailed information for an order, including status, comments, history and notes.

Find and view the requisition. See Chapter 5: Accessing Orders.
Choose the history tab, then the PR History tab, and then the History subtab.

Requisition History

The history of the requisition is shown in chronological order, including approvals and any notes added by Purchasing. You can choose whether to see the most recent comments first by clicking on the words Date/Time at the top of that column. The history of the requisition does not include distribution (such as order sent to supplier.) Distribution information is available in the history of the PO. See Purchase Order Status and Comments.

Purchase Order Status and Comments

Summary: Learn how to access comments for an order.

Find the purchase order. See How to Find Orders by PO Number.
Choose the history tab, the PO History subtab, and then the History subtab.
The history of the approved purchase order is shown, including whether the order has been sent to the supplier and any comments left by Purchasing. You can choose whether to see the most recent comments first by clicking on the words Date/Time at the top of that column.

PO History

When to Request a Change Order

Summary: Learn when to request a change order.

Tip: The fastest way to order a new item or to increase the quantity of an existing line item is to place a new order.

It is possible to change certain elements of a purchase order that has been completed and approved. Generally, a change order can be processed for the following reasons:

Change a FOAPAL
Increase or decrease unit price on an existing line item
Increase or decrease quantity on an existing line item
Add a new line item to the purchase order, when associated with original items ordered
Change the description of an existing line item (for a different item, cancel and process new order)
Change terms, including adding special notes (except UCSC42 - see Restrictions)
Cancel a purchase order processed with the "Hold PO" feature (order not sent to supplier)

Purchasing will contact the supplier with the change information.

If you ordered the wrong item and the supplier has received the PO, contact the supplier and request that s/he cancel the order.
- If the supplier has not shipped the order, submit a CO to Purchasing, requesting that the order be cancelled.
- If the supplier has already shipped the order, ask the supplier how you can return, and then notify Purchasing by processing a CO, explaining details in both the CO Description and in the Internal Notes.

Before requesting a change order that increases the total dollar amount of a purchase order to more than $50,000, contact the Purchasing Department, preferably the buyer who processed the original PO.

Tolerance level on POs: Current policy allows FAST/AP to pay invoices for POs with a price discrepancy of $100.00 or less. It is not necessary to process a change order if the final price is within this range.
If the discrepancy between the PO and invoice is between $100 and $500, FAST/AP must receive an explanatory email providing authorization from the requestor before the invoice will be paid.
A change order must be processed for any order whose final price increases by $500 or more.

Restrictions for Change Orders

Change Orders cannot be used to change the supplier name. To change the supplier name, you must cancel the PO, if possible, and complete a new order to the correct supplier.
Change Orders cannot be used to add "UCSC42" to a commodity description (to specify required review and approval by an authorized departmental or divisional employee prior to invoice submission to FAST/AP for payment.)
Contact FAST/AP directly, via email, to request special handling if "UCSC42" was needed at the beginning of the commodity description but was not entered when the requisition was submitted.

Resources

How to Submit a Change Order Request in CruzBuy

How to Submit a Change Order Request in CruzBuy

Summary: Learn how to request a change order.

Login to CruzBuy, and select the Forms tab.
Choose the Change Order Request (CO) from the list of forms. For Food and Entertainment orders, shoppers must use the Food and Entertainment Change Order form.
Enter the information in all required fields and any optional fields desired. Required fields are in bold. Specify clearly exactly what needs to be done, in both the Description and in the Internal Notes. If changing multiple line items of the PO, enter multiple lines on the CO. To add a new line item to the PO, enter a new CO line item.
Examples:
- To change the FOAPAL: Enter a new line item on the CO for each different line item that must be charged to a different FOAPAL. Choose FOAPAL Change in the "Reason for Change Order" field near the bottom of the CO form. In the Product Description field, provide details of the change to the FOAPAL. For example, "Please change remaining balance on this PO to the new FOAPAL." A different example, "Please move $1,000 on line item #2 to the new FOAPAL." If only requesting a FOAPAL change, enter 0.00 in the estimated price field. Do not use the PO amount in the estimated price field.
- To change the dollar amount and/or quantity:
  1. For a price change, enter the difference in price in the Price field. Negative values are not accepted. For example, if the original line item price was $2,699. and the new price for that line item is $2,000, enter $699 in the Price field and explain in both the CO Description and the Internal Notes fields that the price was reduced (and why).
  2. To change the quantity for a line item on the PO, identify the line item and explain the request clearly in the description and in the internal notes.
  3. To add a new line item on the PO, enter a new CO line, and provide details.
    - For increases in the dollar amount of an order - due to a change in quantity, price per item, or the addition of a new line item(s) - choose Increase $ Amt in the "Reason for Change Order" field near the bottom of the CO form.
    - For decreases in the dollar amount of an order, choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
- To change the description of an existing item: Specify the request clearly in the description and in the internal notes. (Adjective changes only; to order a different item, cancel the order and process a new order for the different item.)
  - Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
- To change terms: Specify the request clearly in the description and in the internal notes. If the Delivery Date must be changed, contact the supplier first, and then provide info for Purchasing in the Internal Note.
  - Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
- To request cancellation: a PO must not have been received and processed by the supplier OR the shopper must have successfully contacted the supplier and received the supplier's agreement to cancel the PO. In the Internal Notes field, enter the reason for the cancellation request.
  - Choose Change Terms in the "Reason for Change Order" field near the bottom of the CO form.
After completing the CO form for a line item, select the Add to Active Cart action in the available actions pulldown near the bottom of the screen. If planning to make changes to multiple lines on the PO, use Add to Cart and Return. Then select the Go button.
Each time Add is selected, a line item is added to the CO shopping cart.
After all line item changes have been entered, click Review. Do not change the Ship To, Bill To, or Delivery Options.
Click Edit in the Accounting Codes section to enter the desired FOAPAL, and click Save. Also enter the FOAPAL in the Internal Notes to expedite processing of the CO.
Preview the Workflow for PR Approvals to check whether additional workflow steps need to be completed before the change order is complete. Note that one of the steps shown in the workflow process confirms you are processing a change order.
Submit the Change Order.

How to Submit a Change Order Request using an E-Order

Summary: Only use an e-order when unable to use CruzBuy for Change Orders.

Complete a Change Order/PO Cancellation Request (MS Excel) form only for completed approved orders, and fax it to Purchasing. Budget Approver signature authorization is required.

For PO cancellation only, a requisitioner may e-mail their Budget Approver, with the change request. (Be sure to include the Purchase Order number in the e-mail.) The Budget Approver then forwards the request to Purchasing, with their stated approval for the request. Purchasing completes the requested change, after receiving the approved request.

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)?

[Top of Page]

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.

[Top of Page]

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.

Top of Page

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.

[Top of Page]

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.

Top of Page

Chapter 1: Setup

Chapter 2: Shopping

Chapter 3: Completing a Requisition

Chapter 4: Approvals - for PIs and Other Approvers

Chapter 5: Accessing Orders

Chapter 6: Change Orders

Policies for Requestors and Purchasers

University of California Business and Finance Bulletins

New Accounts & Modifications to Existing Accounts

How to Add Special Category Approval Authority to an Existing Account

CruzBuy Account Process

Problem Solving Contact Information

Logging On

Logging Off

Access to Email Preferences Screen

Requestor Email Notification Recommendations

PIs and Budget Approvers Email Notification Recommendation

Ship To Address Setup

Bill To Address Setup

Related Link

Process for Adding Codes

Default Setup Process

Add Favorite Items to your Requisition

Add Items to your Personal Favorites

Create Folders and Sub-Folders

Delete Favorite Items and Folders

Delete an Item

Delete a Folder

Searching

Example: Looking for Gloves

How to Add Items to your Requisition and Complete the Order

Hosted Catalog Suppliers with Discounted Prices (July 2009)

What Icons Represent

Connecting to a Punch-out Supplier's Catalog

Disconnecting from a Punch-out

Adding Items to a Requisition and Completing your Order

Punch-out Suppliers Available in CruzBuy

Form List and Summary of Use

Organization Forms

Misc. Purchase Forms

Restricted Research Purchases

How to Complete the Selected Form

How to Edit a Form that has been Added to a Cart

Copy an Existing Order

Choose Items to Purchase from your List of Favorites

Supplier Search Procedure & Adding a New Supplier to CruzBuy

"Doing Business As" Suppliers (dba)

Suppliers with Multiple Business Names

Ship Via

How to Add a PI/Other Approver

Adding Items to your Requisition

Removing Items from your Requisition

How to Change the Delivery Address (Ship To) Location

How to Change Delivery Options

To specify different shipping addresses for different line items:

How to Change the Bill To Location

Process

How to Add or Change the Commodity Code

Procedure

Return to Requisitioner

Requisition Outbox Search Instructions

How to Find Reviewed Requisitions

Quick PO Search by Number

PO Search from PO History Tab

PO Search from PR History Tab

Restrictions for Change Orders

Resources

Accounts and Training in CruzBuy

Order Completion

Order Tracking

Changes to Submitted Orders

Buying Specific Goods & Services

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

How do I check on the status of my orders?

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

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

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?