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CruzBuy Quick Guides

This quick reference guide provides information about performing basic functions in CruzBuy. For information on setting up a CruzBuy account, see the CruzBuy Account Management Guide
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  • Shopping Options

    There are three ways to order product or services in CruzBuy: Hosted Catalogs, Punchout Catalogs and forms.

    Hosted Catalogs:

    1. Search for products in the Shop field at the top of the page.


    1. When you find your item select Qtty and Add to Cart.
    2. Shop for any additional items as needed.

    Punch-out:

    1. Select the supplier's icon from the home screen for direct shopping from the supplier's site.


    2. Shop on the supplier's site, adding desired items to your cart.
    3. When finished, go to the supplier's Checkout screen and continue with their Checkout process until you are transferred back to CruzBuy.

    Commonly Used Forms:


    1. Choose the appropriate form from the Forms tab on the top banner.
    2. Enter all applicable information on the form. Bold fields on the form are required.
      Hint: If catalog number field is not applicable, use 'NA'
    3. Select Add and Go to Cart from the top of the form to go directly to checkout or Add to Cart and Return if there are multiple items to be ordered from the same supplier.
      Hint: Your cart can contain a mix of Hosted, Punch-out items, and certain Forms. When you are ready to checkout, Proceed to Checkout.

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  • Proceed to Checkout

    Proceed to check out by clicking on the shopping cart on the Top Action Banner.

    In the Checkout Screen:


    1. Tab through the top 'Flow' to ensure that your Shipping, Internal Notes and Attachments, and Accounting Codes, etc, are correct.


    Hint: How to Set up Profile (See the Profile Section in the CruzBuy User Guide)

    1. After the order has been reviewed and the information is correct, click the Submit button to submit your order for department approval.

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  • Track Your Order

    1. Track the progress of your order by selecting the Workflow tab when looking at the requisition.
    2. View your approvers by selecting when looking at the workflow



    1. Upon approval a Purchase Order is created and automatically faxed or emailed to the supplier. The P0 number is located below the Supplier/Line Item Details in the summary page of your requisition. All PO numbers begin with "P" and the number "0".
    2. To check order status, call the supplier with your Purchase Order number ready.



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  • FAQ

    Additional resources are available on the Procurement Services website. For more detailed instructions on how to use CruzBuy please visit the CruzBuy User Guide.


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  • My Approval and Available Actions

    1. To see requisitions needing approval, go to the Left Navigation Bar, Orders & Documents icon, Approvals, and click on My Approvals.




    1. Requisitions can be found in specific approval folders. Approvers can expand all of the folders to see all requisitions requiring approval.




    1. Once the approver locates the requisition needing approval, the requisition must be assigned. Approvers can assign a requisition by clicking on the “Assign” button. To assign multiple requisitions, check the box next to each requisition to assign and click on the “Go” button at the top of the screen.




    1. Once assigned, the requisition will be placed in the approver's "My PR Approvals" folder.




    1. Clicking on the requisition number will open the order for review. The approver may modify elements within the document.
    2. After reviewing the requisition, the approver can take a number of available actions again the requisition. Select one of the available actions on the drop-down menu and click “Go.”



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  • FAQ

    Additional resources are available on the Procurement Services web page. For more detailed instructions on how to use CruzBuy please visit the CruzBuy User Guide.


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  • Document Search

    Search Document allows access to a repository of various documents within CruzBuy.

    • Requisitions
    • Purchase Orders
    • E-Invoices (for specific suppliers only)

    Requesters can see all documents created by anyone in their department, while budget approvers can see all documents campus wide.

    Users can quickly find pending and completed requisitions in the last 90 days. This search works best for users who are looking for recently submitted orders.

    The quick search, located on the Top Action Banner, is accessible by clicking on the magnifying class icon. The quick search allows users to search for a specific document in CruzBuy. This search works best if the user knows the specific document number. Searching “All” will return all related documents associated with the search criteria.



    CruzBuy also has a very robust document search engine built into the application. The Document Search function is located in the Left Navigation Bar.



    Users also have the option to search for specific document types in the application.


    By adding multiple search criteria, users can refine results. Search results can also be refined by using filter options on the left-handed panel.



    To open and a view a document, click on the document number.


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  • Requisition Workflow

    Every requisition contains several tabs providing additional information. The Workflow tab informs users about a requisition’s approval and workflow status.

    Users can find who is authorized to approve their requisitions by clicking on the “view approver’s” link at the bottom of an approval step. If the requisition has been assigned by an approver, that person’s name will appear above “view approvers”.


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  • Document History

    CruzBuy records all actions taken on a document. To view these actions, click on the History tab for that document (requisition or purchase order).

    By default, the document history is sorted chronically from newest to oldest. Requisitions may require increasing the results-per-page to see the full document history. With Purchase Orders, history will record when and how the purchase order was sent the supplier.


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  • Locating and Printing a PO

    After a requisition completes the approval workflow, CruzBuy will generate a purchase order number and send a copy of the order to the supplier unless indicated otherwise.

    All UCSC purchase orders begin with the letter P and the number 0. The purchase order number can be located on the requisition at the Supplier/Line Item Detail section. To print a copy of the purchase order, click on the purchase order number.

    In the new screen, under Available Action, select “Print Fax Version.”


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  • FAQ

    Additional resources are available on the Procurement Services web page. For more detailed instructions on how to use CruzBuy please visit the CruzBuy User Guide.


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  • Set Up Your Profile

    To access your profile, click on your name on the Top Action Banner and click “View My Profile.”


    1. In the new screen, click on “User’s Name, Phone Number, Email, etc.” under User Information and Settings.


    2. Confirm your Name, Phone Number, Email, and Division, Users should also select a Security Question and Answer and click “Save”.


    3. To edit your notification Preferences, click on "Email Preferences":



      It is recommended that Requisitioners select the following:
      • PR Submitted into Workflow
      • PR Pending Workflow approval
      • PR Line Item(s) rejected
      • Cart/PR/ rejected/returned
      • PO Workflow complete (helpful for walk-in purchase orders)
      • PO Sent to supplier
      It is Recommended that the Approvers select the following:
      • PR Pending Workflow Approval
    4. To add Custom Fields, Accounting Code Defaults, and Addresses to My Profile, click on “Custom Field and Accounting Code Defaults” or “Default Addresses”.
      Note: that the process for adding custom fields and addresses to your profile is the same for all elements):
      • Click on the Edit button to modify an element.


      • Click Search for Value


      • Enter a Value(if known), or a Description of the value and click "Search"


      • Put a check in the box next to value and click "Add Values" to save value


      • A Default value will appear on every requisition created (it can be overridden in the requisition, if required). To default an element, click on the value.


      • Put a check in the default check box and click "Save".


      • How to add Code Favorites.
        Requisitioners can create commonly used accounting code strings to allow for quick access during checkout. To create a Code Favorite, click on the “Add” button.
        • Give the Code Favorite a Nickname.
        • Click the “Save” button to add to My Profile.



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  • Subawards in CruzBuy

    ​When a subaward is ready to be entered into CruzBuy, the Office of Sponsored Projects will issue a Request to Issue (RTI) to the PI outlining the specifics of the subaward. Using the information in the RTI, the PI will initiate a subaward via CruzBuy.

    There are two steps in creating a subaward in CruzBuy. The first is for requesters to reach out to their research accountants to determine how many lines need to be created for the subaward and the appropriate account code to apply to each line. The second is to create the subaward request in CruzBuy.

    Account Codes

    Special care must be taken regarding the account codes used for subawards.

    Subaward requests require specific account codes to be used to identify indirect cost (IC) chargeable and indirect cost (IC) exempt line items.

    • The first $25,000 of the subaward will be IC chargeable and should use account code CG9480 (chargeable);
    • Any amount over the first $25,000 will be IC exempt and should be entered on a separate line with the account code CG9400 (exempt);
    • A final line should always be entered containing an additional $10 to be used as a place holder to allow for carry forward of the subaward into subsequent fiscal years and uses account code CG9400 (exempt).
      • For example, an original subaward for $34,000 must be created with three lines:
        • Line 1 is for $25,000 and uses account code CG9480;
        • Line 2 is for $9000 and uses account code CG9400;
        • Line 3 is for $10 carry forward placeholder and uses account code CG9400;

    As mentioned above, it is recommended that PIs reach out to their research accountants to determine the number of line items needed and the appropriate breakdown/account code for change orders. Once the breakdown is identified, it is time to create the subaward request.

    CruzBuy Subawards

    After the RTI is received and input solicited from the research accountant, the Subaward form is used, which can be found on the CruzBuy home page under Commonly-Used Forms:

    Fill out the form as follows:

    1. Select subawardee as supplier. If subawardee does not exist in CruzBuy, enter the subawardee manually;

       

    2. In the Catalog No. field, enter “subaward” (this is defaulted on the form);
    3. In the Product Description field, enter detailed information regarding the subaward;
    4. In the Quantity field, enter the dollar amount of the subaward amount (do not use the “$” symbol);
    5. In the Estimated Price field, enter “1”;
    6. For the Employee-Vendor Relationship section, answer the questions regarding whether the subaward recipient is either a UC employee or if recipient’s business is owned by a UC employee or near relative;
    7. Enter the subaward beginning/ end dates as outlined in the RTI.

    After the form is filled out for the first line, go to the Available Actions at the top of the form and select Add to Cart.

    Add to Cart will add this form to the shopping cart but keep the fully filled-out form available for edits so another line can be created with minimal data entry (for example, additional funds above $25,000 or a carry forward line). To change the line, modify the description, quantity and estimated price as needed.  When the information for the second line is complete, Add to Cart.

    Follow this process for all lines. When ready to add the last form to the cart, select Add and go to Cart to begin the checkout process.

    The Shopping Cart

    Before continuing to Checkout, a few changes need to be made in the shopping cart. Subawards are not taxable, so tax need to be removed from each line item. To do this, click on the Taxable checkbox to remove the check for each line. Also, it is recommended that the shopping cart is named to assist with locating it in the future.

    The Requisition

    The checkout process is the same as all other CruzBuy requisitions. However, as mentioned above, special care must be taken regarding the account codes used. A FOAPAL must be added at the document level (a system requirement), so this is where account code CG9480 will be entered.

    Account code CG9400 will be applied at lines 2 and 3 and will override the document FOAPAL for those lines.

    To add specific FOAPALs to lines 2 and 3, click on the “Accounting Codes” tab in the requisition:

    To add a FOAPAL to a line, click on “Edit” associated with each line and add the appropriate FOAPAL:



    Follow this process for each line. Once all lines have the correct FOAPAL associated with them, you will see the following message:

    Once the FOAPAL and dollar amounts are confirmed for each line, the req is ready to be submitted.

    Contacts for Assistance


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  • Subaward Change Orders

    ​Change orders are created when the contract (Purchase Order) needs to be amended in some way, such as adding funds, effective dates or line items. Once the change order is completed, the purchase order is updated to reflect the changes and becomes the new contract.

    There are two steps in creating a subaward change order. The first is for requesters to reach out to their research accountants to determine how many lines need to be created for the change order and the appropriate account code to apply to each line. The second is to create the change order in CruzBuy.

    Account Codes

    Special care must be taken regarding the account codes used for subawards.

    Subaward requests require specific account codes to be used to identify indirect cost (IC) chargeable and indirect cost (IC) exempt line items.

    • The first $25,000 of the subaward will be IC chargeable and should use account code CG9480 (chargeable)
    • Any amount of over the first $25,000 will be IC exempt and should be entered on a separate line with the account code CG9400 (exempt)
    • A final line should always be entered containing an additional $10 to be used as a place holder to allow for carry forward of the subaward into subsequent fiscal years and uses account code CG9400 (exempt)

    For example, an original subaward for $18,000 must be created with three lines:

    • Line 1 is for $18,000 and uses account code CG9480
    • Line 2 is for $10 carry forward and uses account code CG9400

    Now, a change order is created because $10,000 needs to be added. This change requires two CruzBuy lines.

    • The first $7000 of the $10,000 will use account code CG9480 because $7000 + $18,000 = $25,000
    • The remaining $3000 will be a separate line and use account code CG9400

    Occasionally, instead of adding money, subawards also require reducing the total amount. For example, a change order was originally created for $50,000 but needs to be reduced to $20,000.

    • In the product description on the change order form, enter “Reduce subaward total from $50,000 to $20,000”
    • In the quantity field, enter “1” and in the price field, enter “0”
    • Use account code CG9480 since the reduction will make the total of the subaward less than $25,000

    Another example is when the amount of the subaward is to be zeroed out. For example, a subaward of $30,000 needs to be reduced to zero.

    • In the product description field on the change order form, enter “Reduce subaward total to zero”
    • In the quantity field, enter “1” and in the price field, enter “0”
    • Use account code CG9480

    It is recommended that PIs reach out to their Research Accountants to determine the number of line items needed and the appropriate breakdown/account code for change orders. Once the breakdown is identified, it is time to create the change order.

    CruzBuy Change Orders

    To modify an existing subaward, the CruzBuy Change Order Request form is used, which can be found on the CruzBuy home page under Commonly-Used Forms:

    Fill out the form as follows:

    1. Select subawardee as supplier
    2. In the Catalog No. field, enter “subaward”
    3. In the Product Description field, enter detailed information regarding what needs to be changed in the subaward
    4. In the Quantity field, enter the dollar amount of the increase (do not use the “$” symbol). If the change does not involve a dollar increase, enter “1”
    5. In the Estimated Price field, enter “1”. If the change does not involve a dollar increase, enter “0”
    6. For the Reason for Change Order list of values, select the appropriate reason. If the appropriate reason is not listed, select the closest option
    7. Enter the purchase order for the original subaward

    Once this form is filled out with these seven elements, go to the Available Actions at the top of the form and select one of the following:

    Add and go to Cart will add this line item to the shopping cart and will take the requester to begin the checkout process. Use this option if only one line on the subaward needs to be updated.

    If more than one line needs to be changed, Add to Cart will add the filled out form to the shopping cart but keep the fully filled-out form available for edits so another line can be created with minimal data entry.

    When ready to add the last form to the cart, select Add and go to Cart to begin the checkout process.

    The Requisition

    The checkout process is the same as all other CruzBuy requisitions. However, as mentioned above, special care must be taken regarding the account codes used. Although a FOAPAL must be added at the document level, the appropriate FOAPALs will be applied at each line and will override the document FOAPAL.

    To add specific FOAPALs to individual lines, click on the “Accounting Codes” tab in the requisition:

    To add a FOAPAL to a line, click on “Edit” associated with each line and add the appropriate FOAPAL:



    Follow this process for each line. Once all lines have the correct FOAPAL associated with them, you will see the following message:

    Once the FOAPAL and dollar amounts are confirmed, the req is ready to be submitted.

    Contacts for Assistance


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  • Commodities and Associated CruzBuy Forms

    ​This page lists the appropriate CruzBuy Form to request specific commodities when the item or service is not available through a CruzBuy catalog.

    Commonly Used Forms Commodities and Associated CruzBuy Forms
     

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  • Overview

    ​CruzBuy forms are occasionally updated due to changes in policies and procedures, out of date information or links, or because of errors with the application. Users who use an "old" form will have their requisition returned automatically by the system. The system generates an email to notify the user that an old form was used.

    This section provides a work around for updating old forms to their most current version in CruzBuy. This method does not allow users to cross over information from one type of form to another, such as a Food and Entertainment form to a Services form. Nor will this process work for forms no longer in use, such as the NON-CATALOG FORM (not to be confused with Non-Catalog goods) and STUDENT PROGRAMMING form.


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  • Workaround - Updating Old Forms

    The following example uses the "Non-Catalog Goods" form from 2007.


    1. Go to the Available Actions menu either on the requisition or on the form and select "Add to Favorites".
      Requisition:

    Form:


    1. Save the form/line item as a favorite in one of your Personal Folders.



    1. After confirming that the form is in the favorites folder, return to your active shopping cart or requisition and remove the old form.
      Shopping Cart:


    Requisition: (click on the checkbox next to the form to be removed)


    1. Find your newly created favorite


    1. Add the new form to your cart


    1. The new form should now be updated to the most current version in CruzBuy
      Note: If the current/ new form has new fields that did not exist in the old form, the end-user will need to complete these fields before submitting the requisition for approval.


    1. Delete the form favorite after it has been updated and added to your cart.


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  • Punch Out Issue

    Some CruzBuy punch-out sites contain a combination of secure and non-secure content (i.e., Mix Content Blocker) that Firefox and Chrome browsers may block, preventing the punchout from displaying or working correctly. Users will need to disable the Mix Content Blocker in order to shop with these punchout suppliers.

    (Instructions based on FireFox v56.0 and Chrome v61.0.3163.100)

    To disable Mix Content Blocker in FireFox, go to the address bar and locate the “i” icon.

    Under “Secure Connection”, click on the “>” to access the submenu.

    Click “Disable Protection for Now”. Refresh screen if the page does not automatically load.

    In Chrome, click on the “Shield” icon on the right-hand side of the address bar and click “Load unsafe scripts”. Refresh screen if the page does not automatically load.

    ​​​
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