New Requester Setup Checklist
This checklist covers basic setup steps and checks for users who have recently obtained access to create purchase requisitions in CFS. Troubleshooting solutions are also provided if users are unable to complete a checklist item.
Remember that once you receive the email from CMS Security that indicates your access has been assigned, you may have to wait until the following day for the Finance section to appear on your Titan Online so you can access CFS.
This checklist will take about 20 minutes to complete, however, you do not need to complete all of the steps at one time.
1.1. Log in to the campus portal and access CFS.
1.2. If you're able to log in, move on to Item 2 in the checklist.
1.3. Not able to log in to CFS? Follow this troubleshooting guide.
Remember that once you receive the email from CMS Security that indicates your access has been assigned, you may have to wait until the following day for the Finance section to appear on your Titan Online so you can access CFS.
If it has been 24 business hours since you received the email from CMS Security indicating your access has been assigned, contact CMS Security.
Send an email to CMS Security at [email protected] and provide:
- Your Campus-Wide ID (CWID)
- When you received the email indicating your Finance access was assigned
- A screenshot of your Titan Online screen showing that the Finance section is not appearing
Contact CMS Security to have them troubleshoot your access.
Send an email to CMS Security at [email protected] and provide:
- Your Campus-Wide ID (CWID)
- Where in the process you are getting the error (e.g., "after I choose Fullerton as the campus, then I see this error.")
- A screenshot of the error
2.1. Click on the CFS End User navigation tile.
- Click on the CFS End User tile.
- Or you click on the NavBar icon to navigate to NavBar > Navigator > Purchasing > Requisitions > Add/Update Requisitions.
2.2. Select Requisition & Purchase Order and then click Add/Update Requisitions.
2.3. Click Add.
Do not change the Requisition ID from NEXT.
2.4. Check the Requester field in the Header section to check that your name and Requester ID are correct.
Remember that the Requester ID is 50 + Your CWID.
2.4.1. If the Requester field is blank, click on the lookup icon.
2.4.2. Check that your name shows up in the list of Requesters. Click on your name if it appears.
2.4.3. Don't see your name? Contact CMS Security to have them fix the issue.
If your name appeared in the lookup list, you may want to continue the checklist to see if there are other issues before emailing CMS Security.
If your name did NOT appear in the lookup list, you may not be able to continue with the checklist until CMS Security fixes the issue.
Send an email to CMS Security at [email protected] and provide:
- Your Campus-Wide ID (CWID)
- Your issue (e.g., your name does not automatically appear in the Requester field)
- Whether or not your name appears when you click on the lookup icon
2.5. Click on Requisition Defaults.
2.6. Scroll down and check the chartfield string that is showing at the bottom of Requisition Defaults to see if there are any changes that need to be made.
Requisition Defaults contains all of the default values that will be applied to ALL of your requisitions. You can easily modify this screen to change the values for an individual requisition, however you can always request that these values be changed once you determine what the most frequently used values are for your department.
Check to see if the Account, Fund, Dept, Program, Class, or Project fields need to be modified.
For example, if your department does not use THEFD as a Fund code, you'll want to have that changed so you do not have to repeatedly change it manually.
You can also ask that other values be changed. For example, Requesters who are based at the Irvine Center may request that the Ship To field be changed from RECV (main campus Receiving dept) to the Irvine Center Receiving dept.
2.7. Contact CMS Security to change your Requisition Defaults.
You can always request these or additional changes to your Requisition Defaults later.
Send an email to CMS Security at [email protected] and provide:
- Your Campus-Wide ID (CWID)
- The chartfields you want to set as your default (i.e., Account, Fund, Dept ID, Program, Class, Project)
- Any other changes to your Requisition Defaults (e.g., the Ship To, your Location)
2.8. Once you have reviewed your Requisition Defaults, move on to Item 4 in the checklist.
There are some fields that CSUF does not use on the Requisition Line. Removing them from your view will help avoid confusion when filling out line information.
3.1. Follow the steps in the user guide to remove unused fields from your view.
3.2. Once you have applied the personalization, move on to Item 5 in the checklist.
4.1. Locate a Requisition ID for a purchase requisition that your department created in the past.
You can use the Requisitions report on the Purchasing dashboard to look up all requisitions for your department.
Or use Document Status to look up requisitions for your department.
4.2. Follow steps 1-7 in the Sending a Requisition for Approval guide to generate a PDF of the Requisition ID you located and email it to yourself.
You'll stop following the steps in the guide once you have received the email with the PDF attached; you won't forward the email to an Approver.
4.3. If you did NOT receive an email with the PDF attached, contact CMS Security to double check your email address in CFS.
Send an email to CMS Security at [email protected] and provide:
- Your Campus-Wide ID (CWID)
- Your issue (i.e., did not receive email with requisition PDF)
- Your campus email address
4.4. If you DID receive the email, congratulations! You are ready to create a purchase requisition.
Need More Help?
Technical issue with CFS? Contact the IT Help Desk at [email protected] or 657-278-7777.
Questions about how to do something in CFS? Contact IT Training at [email protected] or 657-278-5647.
Questions about procurement policies or status of a requisition/purchase order? Contact Procurement at [email protected].
You are done. Great job!
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