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Accounts Payable

CSUBUY AP FAQs

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  • If a supplier is uploading invoices from their portal, how can the end-user tell?

    If a supplier uploads an invoice into their portal, Accounts Payable will check to make sure it鈥檚 an actual invoice. If it is not an invoice, Accounts Payable will notify the supplier and the PO owner that an invoice is needed (not a quote, estimate, proposal, etc.) If what was originally uploaded is a proper invoice, AP will review it and submit it for routing to the PO owner.

  • Who needs to approve an invoice?

    Once an invoice is uploaded into CSUBUY, it becomes a voucher. The voucher workflow in CSUBUY is the approval of the invoice. If the end-user鈥檚 department needs additional internal approvals, those should be done outside of CSUBUY.

  • How do I know if receiving is required?

    POs with two-way matching require a 鈥渧erified received鈥 step from the PO owner.

    • Services should be set up as two-way match.


    POs with a three-way match require Distribution Services to verify the receipt of goods.

    • Goods that are above $5,000 should be set up to include a three-way match so Distribution Services can determine when an asset tag is required on the item.
  • If an approver or end-user is out, can someone else receive or approve the invoice?

    If a CSUBUY approver or end-user plans to be out of the office, they should assign a substitute approver with the same Delegation of Authority (DOA) set up before leaving. Substitutes may be assigned for either a fixed duration or an indefinite period.

    If the absence is unexpected or a substitute was not assigned, then requisitions, vouchers, etc. are held and returned until they are assigned to an active user in CSUBUY with the same DOA.