Procure-to-Pay (P2P)

All CSUBUY/P2P-related questions and issues must be submitted through the P2P ServiceNow portal. This will streamline support, improve tracking, and enhance system-wide issue resolution.

For step-by-step guidance on submitting a ServiceNow ticket, please refer to the following resources:

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Steps For CSU Buy Procure-to-Pay (P2P)

To gain access to CSUBuy Procure-to-Pay (P2P), complete the CFS/P2P Access Request From.

  • For staff submitting requisitions, select CSUBUY Procure-to-Pay Requestor role.
  • For Financial approvers select CSUBUY Procure-to-Pay Delegation of Authority (DOA) Approver role.
  • For any other roles, please contact procurement@csub.edu before submitting to verify roles needed.

*P2P does not permit a DOA approver to submit and approve their own requisition, so it is not recommended for DOA approvers have Requestor role.

NOTE: It can take up to two weeks for the form to route for all necessary signatures and for access to be granted. Please submit your access request as soon as possible. A change in roles, such as a new role needed, requires submission of a new form for that additional role.

Suppliers

To submit a requisition in P2P, a supplier must be registered and active in the system. Supplier setup is specific to a campus and business unit. If a supplier is not active in P2P, then a requestor must submit a new supplier request. Once reviewed and approved by campus, the centralized Supplier Management Team at the Chancellor’s Office will process an invitation to the supplier to complete a self-registration which is then reviewed and approved by the Supplier Management Team.. If order is a rush, Procurement encourages use of supplier already registered in P2P as the supplier onboarding process can take a week or longer, depending on supplier responsiveness and accuracy of documentation provided.

Supplier-related Resources

Resources for Suppliers

User Profile and Address Defaults

Setting up your defaults is important as it ensures you have the proper email notifications enabled and keeps addresses stored to save time.

Shopping and Requisitions

When utilizing forms in P2P for the purchase of goods and/or services, follow these steps:

Step 1: Obtain a quote and/or contract from the supplier - A quote is a document that contains pricing scope of work, and purchase terms. No goods or services should be completed prior to the requisition and subsequent Purchase Order (PO) being processed.

Step 2: Submit your quote or contract on the respective form in P2P. (See Appendix A for agreements)

Step 3: The assigned Procurement Specialist/Buyer will process the contract, including routing for signatures, if applicable and release the Purchase Order. A Purchase Order is a legally binding document authorizing a purchase that is issued to a supplier. It specifies exactly what is being ordered, quantities, agreed-upon prices, terms and conditions, payment and delivery terms.

It is important that you select the correct Business Unit before you begin your transaction; changing your persona mid-transaction may cause errors.

You cannot submit a requisition combining funding sources (chartfield strings) from multiple business units. Requisitions/POs can only be issued under a single business unit. Business Units. If the expense needs to be split, then submit a requisition for one BU and then complete and submit an Expenditure Transfer Form to move a portion of the expense to the other BU.

User Resources

Step 4: Invoice – An invoice is a document issued by a supplier that itemizes goods or services and requests payment. It should be infrequent that requestors should submit invoices with requisitions as goods and services should not be received or rendered until after the PO has been processed. One example in which an invoice might be submitted with a requisition is multi-year contracts. Once the invoice is received by Payment Services, they create the “voucher” in P2P against the PO. A voucher is an internal accounting document used to process a vendor's payment.

Step 5: Voucher Approval – Once the voucher is created by Payment Services, the person who submitted the requisition will be prompted to “verify receipt” in P2P. Distribution Services processes receipts for goods only for purchases with the following assigned commodity codes:

  • 100004 Group II Capital Assets – should only be used for building improvements $2,5000 or more
  • 105002 Equipment – items total line value $5,000 or more
  • 105003 Vehicles – carts and cars
  • 105004 Farm Equipment
  • 115002 IT Hardware – Laptops, desktops, etc. Do not include cables and accessories
  • 150003 Works of Art – High priced artwork – do not include balloons
  • 150006 Controlled Substances – High risk chemical only
  • 150019 – Weapons – guns, ammunition
  • 180002 – Library Books
  • 180003 – Library Serials (Library only)
  • 180004 – Library Periodicals (Library only)

Payment Status

Change Requests

Change requests occur after a requisition has been submitted and PO has been processed, but a change to the PO is required. Common examples is are increasing encumbrance amounts on blanket POs, price increases and adding lines to a PO for additional goods or services. Change requests should be submitted by the originating requestor as they are subject to DOA approval.

DOA Approvers

P2P does not allow a DOA approver to submit and approve their own requisitions, for this reason, Procurement does not recommend DOA approvers to have a Requestor role.

A DOA can be an approver on more than one level i.e. level 3 and 4.

If requisitions are not flowing through to the correct DOA, it is important to do a review of your DOA and make any updates/corrections using the Chartfield Request/Signature Authority Form.