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Procure to Pay

Purchase Orders

Requisition Resources

A Purchase Order is a contract sent to a supplier by a Procurement Specialist. Purchase Orders are initiated by departments entering Requisitions in the CSUBUY P2P system for your assigned Procurement Specialist to review and process.

The Procurement Specialist must send the Purchase Order to the supplier BEFORE goods or services are ordered or funds are committed.

USED FOR:

  • Goods and/or services, over $5,000
  • Any goods and/or services that require special approvals by campus departments
    • IT Software
    • Furniture
    • Vehicles

NOT USED FOR:

  • Honorarium Requests-Formally Guest Lecture, up to $1,500, using this guide.
  • Goods, up to $5,000
  • Limited services that suppliers will provide off campus, up to $5,000
  • ProCard purchases:
    • Goods, up to $5,000
    • Limited Services/Categories for Direct Pay

See ProCard Policy and Vendor Payment Request Form for allowable goods and/or off-campus services up to $5,000.

Please navigate to the CSUBUY P2P Resource webpage for detailed instructions on creating a requisition, processing a purchase order, and making payments to suppliers.

How To Buy Using A Purchase Order:

  1. Request CSUBUY Access for requisitions via the JIRA ticketing system.
  2. For purchasing IT Software, complete the ICT Review prior to entering a requisition.
  3. Enter a Requisition through the CSUBUY P2P System and select an Approved supplier. Select the appropriate form based on the purchase you are requesting. Ensure you provide all backup documentation, which may include:
    1. Quote/proposal from desired supplier, and other suppliers solicited
    2. Specifications or Scope of Work, if Procurement Specialist will need to bid.
    3. Approved Facilities Building Permit, if applicable.
    4. Supplier’s Certificate of Insurance or completed University Release form
    5. Master contract number, if applicable
    6. Completed ICT Review prior to entering a requisition/purchase order in the system for IT Software Requests
  4. The requisition will then progress through the workflow approvals.
  5. Procurement Specialist receives requisition, reviews the request and determines if further information or actions such as bidding or negotiations are needed.

How To Pay Using A Purchase Order:

  1. Supplier submits an invoice to department.
  2. Department:
    1. Reviews the invoice for accuracy.
    2. Verifies all goods/services have been received, according to the PO.
    3. Complete the Purchase Order Receipt Request Form on Distribution's website that items were received, if receiving is required on a PO line item.
    4. Secures the appropriate approval signature on the invoice.
    5. References the PO number on the invoice.
    6. Emails approved invoice to Payment Services.