PeopleSoft/CMS/ERP Knowledge BaseFinancePurchase Requisitions Purchase Requisition EntryFinding the Assigned Buyer for Your Requisition and Checking the Status of Your Requisition

Finding the Assigned Buyer for Your Requisition and Checking the Status of Your Requisition

This article covers how to find the Buyer who has been assigned to process your purchase requisition and how to check the status of a purchase requisition.

Finding the Assigned Buyer

Once a purchase requisition is approved by an Approver in CFS, a Buyer is assigned to the requisition typically within 24-48 business hours.

Shortly thereafter, the Buyer will email the Requester and any other contact persons listed in the Header Comments of the requisition to indicate they have been assigned to the requisition.

If your requisition was approved and it has been more than 48 business hours, you can email procurement@fullerton.edu with your Requisition ID number to inquire which Buyer has been assigned to the requisition.

Check the status of a requisition with the Buyer

Contact the assigned Buyer via email or phone to inquire about the status of your purchase requisition.

If you do not know the assigned Buyer, you can email procurement@fullerton.edu with your Requisition ID number to inquire which Buyer has been assigned to the requisition.

Check the status using Document Status in CFS

You can use the Document Status feature in CFS to look up the status of a purchase requisition and find the purchase order number associated with the requisition.

Information in Document Status is real-time and reflects the most up-to-date information in CFS.

1. Log in to CFS from Titan Online on the campus portal.

CFS homepage
  1. Click on the Document Status navigation tile.
  2. If you do not have the tile set up, you can navigate to NavBar > Navigator > Purchasing > Review Requisition Information > Document Status.

View instructions on how to add a tile to your CFS Homepage.

The Description field is the Requester's Name so you can enter the requester's last name or full name to view all requisitions created by that requester.

search criteria

4. Click on the requisition you want to view.

search results

5. You can view the current status of the requisition. If a purchase order has been generated, you can find the purchase order ID (PO ID) and the status of the purchase order.

document status

If the status of the Purchase Order is Dispatched, that means it has been sent to the vendor.

  1. Status indicates the current status of the purchase requisition, typically either Open or Approved.
  2. Budget Status indicates whether the purchase requisition has been budget checked and created as a pre-encumbrance on the budget reports. This process happens automatically each night to all purchase requisitions that were approved that day.
  3. You can find the Purchase Order ID number and status of the purchase order in the Associated Document section.

Interpreting the Document Status

If this is true:

  • Status = Open
  • Budget Status = Not Budget Checked
  • Documents = No Documents

This means the requisition has not yet been approved by the Approver.

 

If this is true:

  • Status = Approved
  • Budget Status = Not Budget Checked
  • Documents = No Documents

This means that the requisition was approved today. It will be budget checked automatically this evening and Procurement will receive it in their queue tomorrow morning (or the next business day).

 

If this is true:

  • Status = Approved
  • Budget Status = Valid
  • Documents = No Documents

This means that the requisition has been approved and Procurement has received it, however a purchase order has not yet been generated by the Buyer.

 

If this is true:

  • Status = Approved
  • Budget Status = Valid
  • PO Status = Open or Pending or Approved

This means that the Buyer is still working on the purchase order and it has not been finalized.

 

If the following is true:

  • Status = Approved
  • Budget Status = Valid
  • PO Status = Dispatched

This means that the purchase order has been sent (dispatched) to the vendor and you may print the purchase order for your records.

Need More Help?

Technical issue with CFS? Contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777.

Questions about how to do something in CFS? Contact IT Training at ittraining@fullerton.edu or 657-278-5647.

Questions about procurement policies or status of a requisition/purchase order? Contact Procurement at  procurement@fullerton.edu.