Frequently Asked Questions (FAQs)

How do I log in to CSUBUY?
I receive an “Application Error” or “Not Authorized” message. What does this mean?
  • This indicates that you do not yet have an assigned CSUBUY role (Shopper, Requestor, or Approver), or your access has not fully synced.
How do I request access?
  • Campus (Stateside) Users: Contact your department administrator or Financial Officer to submit an Application Access Request in the CSUN Portal.
  • Login to CSUN portal > Financial Services > SOLAR Financials -LAD > Application Access Request > Request > Create Request
  • In the "Justification/Notes" section, please specify the type of CSUBUY access needed.
  • In the Add Role(s) section, select the application SOLAR Financials and role name SPECIAL_INSTRUCTION_FIN.

 

  • Auxiliary Users (Foundation, AS, USU): Submit a SOLAR Financials – Access Request Form (Auxiliary Users Only) in TOPdesk.
  • Login to CSUN portal > Financial Services > Financials – Create a Ticket > Create SOLAR Financials Ticket > Financials > SOLAR Financials - Access Request From (Auxiliary users only)

 

How do I know what role I have?

  • You may receive an automated email when roles are assigned. If unclear, contact your department Financial Officer or attend the campus Office Hours (M-F, 3:00-5:00 PM) for confirmation.
Can someone have multiple roles?
  • Yes. A user may be a Shopper and a Requestor, or a Requestor and an Approver. However, no one may approve their own requisition.
What is DOA?
  • DOA is the Delegation of Fiscal Authority. An individual with Delegation of Fiscal Authority has been designated to review and approve transactions and authorize the expenditure of monies. This delegation is tied to an individual’s role and responsibilities within the organization.

 

What are CSUN’s business units?
  • NRXMP – CSUN Stateside (Campus)
  • NRXDN – Foundation
  • NRXSI – Associated Students
  • NRXSU – University Student Union
Why is selecting the correct persona important?
  • Each persona applies different chartfields and approval workflows. If the wrong persona is selected, the requisition will stop and cannot proceed.

What happened to requisitions created in CFS?
  • Requisitions submitted before go-live remain in CFS.
  • Requisitions not posted before go-live must be recreated in CSUBUY.
Are we still using Direct Pay?
  • Departments should now submit requisitions in CSUBUY. Direct Pay will be phased out over time.

What is a Punchout supplier?
  • Punchout suppliers (e.g., Amazon, Staples) connect directly to CSUBUY and allow shopping on the supplier’s site while maintaining CSU contract pricing.
What does “Non-Catalog” mean?
  • A non-catalog supplier does not have a punchout. Purchases are made using a Request Form (Goods & Services, IT Software, IT Hardware, etc.).
When do I use a Form vs. a Punchout?
  • Punchout: Goods from contracted suppliers (Amazon, Staples, CDW-G, etc.)
  • Form: Goods, Services, non-catalog supplier, IT software, and hardware.

Selecting a form creates your requisition. LAD-style requisition entry is no longer used.

What form is used to pay Guest Speakers?

The Independent Contractor Request form must be used to contract with and pay Guest Speakers. Guest Speakers must be registered in CSUBUY.

What should I select for Ship To and Deliver To?
  • Ship To: Central Receiving (always)
  • Deliver To: Your department building/room
How do I set or update my Deliver To location?
  • Go to Profile → Default User Settings → Custom Fields → Deliver To Location. Search by description (building name), select it, and mark it as Default.
Can items be shipped off campus?
  • Currently, CSUBUY is configured for on-campus delivery only.

Do suppliers need to be invited to CSUBUY?
  • Yes. Suppliers must be invited to register. Invitations are sent from noreply@jaggaer.com.

    The registration process in CSUBUY replaces the need for a vendor data record form.

 

How can we delete a new supplier request or edit the request once it has been sent for approval?

  • Only the CSU Supplier Management Team can delete supplier requests. Please send an email to P2Pinquiries@csun.edu to request cancellation.

    Supplier Requests cannot be edited. Depending on the change, the Supplier will need to re-invited or a new Supplier Request form will need to be issued.

What if a supplier already works with another CSU campus?
  • Submit a Supplier Extension Request. Extensions are typically completed within 24–48 hours.
How long does supplier onboarding take?
  • Invitation: Immediate
  • Extension: 1-2 business days
  • Completion: Depends on supplier responsiveness
Who manages suppliers at CSUN?

Are PCards still used?
  • Yes, but only when CSUBUY is not available or appropriate.
When is a PCard waiver required?
  • Required for services or purchases that meet waiver criteria in the PCard Handbook
  • Not required for purchases made through CSUBUY punchout catalogs
Can I still use Amazon with a PCard?
  • No. Amazon purchases must be made through CSUBUY. Punchout purchases replace PCard use and do not require reconciliation.

Will we still be logging into our Staples Advantage account?

  • No. Staples purchases must be made through CSUBUY. Punchout purchases replace PCard and Ghost Card use and do not require reconciliation.

When should I still use a PCard?

  • Hospitality (Costco, grocery, catering)
  • One-time vendors that do not accept POs
  • Vendors without punchouts that require credit card payment (e.g., FedEx labels)

Is the IT (ATI/ICT) process still required?
  • Yes. Continue to submit TOPdesk tickets and include the ticket number (ITPR#) on IT forms in CSUBUY.
What if equipment includes installation services?
  • Submit one IT form only. List the services as a separate line. Purchasing will verify insurance requirements.

How are invoices processed?
  • Invoices should continue to be sent to acctpay@csun.edu. Accounts Payable will route invoices in CSUBUY to the PO owner for approval.
Do users still sign invoices?
  • No. Invoice approvals are handled electronically in CSUBUY.

“Invalid value in relation to the parent value” error
  • This typically indicates an invalid chartfield combination. Verify fund, department, and account code compatibility.
Amazon or Staples punchout not opening
  • Disable pop-up blockers or try a different browser.
Important reminders
  • Clear your cart before starting a new requisition
  • Read instructions on every form – incorrect forms will be rejected

Are training materials available?
Are the sessions recorded?
  • Yes. Recordings and materials are posted weekly.
Are there drop-in support sessions?
  • Yes. Hypercare / Office Hours are held daily from M-F, 3:00–5:00 PM (initially through end of February, with extensions as needed).
Who should I contact for help?