Category Archives: Strategic Sourcing – Payment Services

System Changes in Support of CSUBUY

We’re pleased to share some important updates to our systems and processes in support of the CSUBUY system.  These changes will improve usability, efficiency, and approval workflows.

Delivery Locations

We have established new delivery locations codes for CSUBUY.  They are designed to match your extended zip codes and be easily searched.  Our delivery location codes will follow a common syntax – D0000.  We’ll discuss how to use these location codes during our CSUBUY Training Sessions – Sign up now!

New Finance Systems Access Form

We have launched a new Finance Systems Access Request that is redesigned for the CSUBUY system. There are two roles to choose between – Requesters and Approvers – which will help support proper separation of duties.  There is no action needed for existing users.  If you had access in FTS, you have been granted the appropriate user roles in the CSUBUY system.

Delegation of Authority Dashboard

You are encouraged to visit the Delegation of Authority [DOA] Approval Dashboard to see how your department procurement requests will be routed to approving officials based on Dept IDs and dollar thresholds. We have been working with division offices to configure the DOA Approval Structure for CSUBUY Go-Live, but it will require ongoing maintenance.  Please review your departments’ approval structures and work with your college or division office if you need to make any changes.

If you have any questions about these changes, please reach out to FinanceConnect at ext. 4-1558 or financeconnect+csubuy@sjsu.edu.

CSUBUY P2P Readiness Assessment Results & Training Launch

As we are now within three weeks of our January 2026 move to production for CSUBUY P2P, we want to share the results of our recent campus-wide readiness assessment and the comprehensive training plan we have built to support you through this transition.

What We Heard: Readiness Assessment Takeaways

Your feedback provided critical insights into where you feel most and least prepared. The assessment revealed three primary themes:

  • Request for Practical, Hands-on Guidance: Requisition creation and submission were identified as the most challenging elements [cited by nearly 20% of respondents]. You’ve asked for “step-by-step” instruction rather than theoretical overviews.
  • Need for Process Clarity: You indicated a need to see exactly how the workflows function in the new interface.
  • A Preference for Live Support: While self-paced modules are helpful, there is a strong demand for Live Virtual Sessions and In-Person Workshops where questions can be answered in real-time.

Our Response: The Post-Launch Training Plan

In direct response to these findings, we have designed a five-week, role-based support schedule starting January 26, 2026. This plan focuses on progressive knowledge building and offers an average of 10 hours of dedicated support per week.

  • Virtual Intro & Set-up Sessions [January 26 and 28]: The focus of these sessions is to successfully log in, set up your user profile, default Ship To and chartfield values, and notification preferences. [Registration required – see calendar]
  • In-Person Hands-On Labs [Wednesdays & Fridays]: Focus on core tasks like Requisitioning and Approvals. You will have the opportunity to enter actual requisitions with trainers present. [Registration required]
  • Virtual Drop-in Office Hours [Mondays & Tuesdays]: One-hour sessions via Zoom utilizing breakout rooms for targeted help [Registration not required – see calendar; topics include approvals, entering requisitions, completing request forms].
  • Hypercare & Real-Time Resources: Our core team will prioritize all CSUBUY inquiries during the first month. We are also releasing a series of Quick Reference Guides for your daily tasks. [Coming Soon!]

View the Training Calendar

To make it easier to plan your schedule, we have launched a dedicated CSUBUY P2P Training Calendar, where you can view and register for upcoming virtual sessions and in-person lab, and join drop-in office hours.

We recognize that this is a significant change. We’re here to help! We are continually updating the CSUBUY P2P webpage with new content and will share additional resources as they become available. Have a question? Contact us at financeconnect+csubuy@sjsu.edu.

You’re Invited: CSUBUY P2P Demo Series – Get Ready for Go-Live!

As part of our transition to the new CSUBUY Procure-to-Pay (P2P) system, we invite you to attend a series of live demos that will introduce you to the system’s key features and workflows. These sessions are designed to give you a preview of the system; training will follow closer to go-live, slated for January 2026.

Why attend?

  • Preview how the CSUBUY P2P system works.
  • See what the user experience will look like at go-live.
  • Ask questions and get answers.  

Who should attend?

SJSU staff and approving officials involved in department purchases are encouraged to attend.

Sessions

Join us for these upcoming sessions, now on the FABS Fiscal Year Calendar for easy scheduling. Recordings will be available if you are unable to attend.

  1. Workflow & Approver – September 22, 2025 | 1:00 – 2:00 PM
    This session covers key approval rules and processes, including when a requester cannot approve, how financial and compliance workflows function, DOA levels and limits, requisition review steps, handling substitutions, approval actions (return, reject, comment, approve), managing shared folders, and reviewing.
  2. Change Orders and Carts & Searches – October 1, 2025 | 1:00 – 2:00 PM
    A demonstration on change orders, carts, and searches covers when and how to submit change orders, their approval workflows, cart creation and management, as well as how to perform and save searches for requisitions, POs, suppliers, vouchers, and payments.
  3. Vouchers & Receiving – October 8, 2025 | 1:00 – 2:00 PM
    This session covers the voucher and invoice process, methods of invoice submission, match exceptions, distinctions between 2-way and 3-way receiving, PO ownership and updates, centralized vs. decentralized receiving, and how to verify voucher, PO, and requisition links as well as payment status.
  4. Open Town Halls – November 3, 2025 | 1:00 – 2:00 PM
    This event provides a collaborative forum where campus users can receive updates, ask questions, share feedback, and gain clarity on the CSUBUY procure-to-pay system.

For more information please visit CSUBUY P2P.

If you have any questions in the meantime, please don’t hesitate to reach out to me at sara.bonakdar@sjsu.edu.

Warm regards,

Sara Bonakdar
Associate Vice President, Strategic Business Services
University Chief Procurement Officer