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1. Complete end user training.
   • Please contact the CMS Help Desk at 408-924-1530 to schedule a training session.
2. Obtain Vendor Quote.
   • Note: Some items cannot be purchased through this method. Please see the Standard Exclusions list.
   • Select the vendor and obtain a valid written quote with detailed procurement information.
     • Printed copies of web pages are not valid quotes.
     • Email messages can be valid quotes as long as the message is from the vendor and all necessary information is included.
   • The quote must include the following information:
     • Detailed description of the item(s) being quoted.
     • Exact price(s).
     • Freight charges (if applicable).
     • Quote number and/or name of person who provided quote.
     • Vendor name, address, phone and fax numbers.
3. Enter a RapidReq in the SJSU Financial Transaction Services.
   • For detailed instructions on entering a RapidReq, visit MySJSU Finance Help for Department Finance Users. Note: Detailed user guides for Financial Transaction Services are temporarily unavailable. For assistance, please contact the CMS Help Desk at 408-924-1530.
   • Select the RapidReq checkbox.
   • Status will be Open.
4. Have your approver electronically approve the requisition.
   • Status will be approved.
   • The next day, status will be Distributed.
5. Fax the Quote to Purchasing at 408-924-1571.
   • The RapidReq number must be clearly indicated on the quote.
   • The quote must be faxed the same day you enter the requisition.
6. A buyer will process your RapidReq and create a purchase order.
   • If your requisition does not meet RapidReq criteria, it will be processed as a Web Requisition.
   • For more information, see Order Status & Timelines.
7. Expedite your order:
   • As the department requestor, you are responsible for working with the vendor to resolve any issues with your order.

A Note About Chartfield Changes

When processing purchase orders, buyers must enter a commodity code that correctly reflects the product and/or service being ordered. If necessary, the system will automatically change your chartfields to reflect the correct account number associated with the commodity code entered.

Purchasing will not change Chartfields once a purchase order is created in the system. For information on commonly used account codes, please see Account Definitions on the Accounting Services - Account Definitions website.