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.

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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.

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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.

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CruzBuy Account Process

1. Complete the appropriate CruzBuy Form(s).
2. 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.

3. 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.

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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.

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*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

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

Logging Off

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

 

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

1. Click the My Profile navigation tab
2. Click the User Settings tab
3. 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.
4. Click to select the desired notifications. See descriptions and suggestions below.
5. Click Save.

Requestor Email Notification Recommendations

• 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.

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

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

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

Bill To Address Setup

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

Related Link

Review Cart Screen: Billing

Setup: How to Add and Edit FOAPAL Codes in your CruzBuy Profile

Summary: Learn how to personalize your list of FOAPAL codes in CruzBuy. The process is shown in detail for FUND codes, and also applies to org codes, account codes, activity codes and commodity codes.

Process for Adding Codes

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

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

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

10. 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

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

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

6. A box will appear on the right side of your screen.
7. Click inside the Default box. A check mark will appear.
8. 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.

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

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

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

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

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

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.

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

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Add Favorite Items to your Requisition

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

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Add Items to your Personal Favorites

1. 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.

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

5. A success message will be displayed.

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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:

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

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Delete Favorite Items and Folders

Delete an Item

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

Delete a Folder

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

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