p2p System "requestor" reminders

1. Blanket Purchase Orders (Type of PO Request) - These require at least two (2) Requisition lines, one for Taxable goods and one for Non-Taxable services. Please submit accordingly.

2. Orders with Multiple Pyament transactions - On the Cost Details section, select Unit of Measure (UOM) "LOT" instead of "EA" to allow for multiple transactions on the same PO line.

3. Multi-Year Purchase Orders (Type of PO Request) - For requisitions/POs for payments on a multi-year contract, we recommened and encumbrance of $1.00 for future years up to the end date of the contract. Requestors can then create a change order that will be routed for approvals to encumber funds in the current fiscal year.

4. IT Hardware Orders (P2P General Forms) - Review quotes carefully as Dell and Apple suppliers normally include a non-taxable Environmental or Recycle Fee. These types of fees require a separate line of the Requisition.

5. Bus Charter Requisitions - In the Goods and Services Requisition, Cost Details sections "product description" include the DATE, LOCATION, and QUOTE number.

6. CSUBUY Marketplace - If you are a new user to the Marketplace and have a ProCard you should email csubuy@csub.edu to ensure that you are set up to use your ProCard at checkout. Please add "New User to Marketplace" in the subject line of the email.

7. Commodity Codes - Always review the commodity code that populates on a requistion to verify accuracy. Use Code 160001 for "Rentals" for events such as tables, chairs, etc., as this maps to the General Services account code 660003 (S&S). Do not use Commodity code 140002 for rentals as this is for equipment leases only.

8. Hospitality Purchases - When submitting an order that contains food and/or beverage items, please use the Hospitality Form in P2P. In addition, please select the appropriate account number: 660090 if items are for employees (staff meetings, gatherings), 660828 (official guests).

9. Delegation of Authority (DOA) - Requestor and Approver cannot be the same person on any P2P transactions. The system will not route to a higher delegation of authority and will prevent the order from moving forward.

The Campus P2P Team sincerely appreciates your consideration, patience, and resilience as we continue to implement this new system and resolve any configuration issues. For any questions, please email csubuy@csub.edu or attend the Open Labs.