June 15, 2020
Supply Chain Management News
June 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
  • New Amazon Business Catalog Available in BearBuy!
  • COA Program Code Update
  • FedEx Contract Renewal
  • Message from UCOP to Campus Buyers: Enter/Approve FY 2019-2020 Benefits by June 19, 2020
If you have any questions, please contact the BearBuy Help Desk at 
510-664-9000 (options 1, 2) or  BearBuyHelp@berkeley.edu  for immediate assistance.

Thank you for your continued support, 
Supply Chain Management
New Amazon Business Catalog Available in BearBuy!
SCM is pleased to announce Amazon Business as the newest catalog available in BearBuy! Check out our Amazon Business website for more details and start shopping with Amazon today!
Chart of Accounts (COA): Program Code Update
As you may already know, BFS was recently updated. Since this update, the COA Program Code in BearBuy has been renamed as Function Code. Please be aware that the Function Code serves the same function and purpose as the Program Code . It is just a name change .
FedEx Contract Renewal
Our FedEx contract has been renewed! See our Shipping page for details on how to ship using FedEx or other related information.
Message from UCOP to Campus Buyers :
Enter/Approve FY 2019-2020 Benefits by June 19, 2020
June 19 is the cut-off date to enter and approve all FY2019-20 benefit .

NOW is the time to complete all identified, but not yet entered and approved benefits (these benefits applies to Procurement Savings tracking within the UC Procurement System) for inclusion in Fiscal Close tabulations for FY2019-20. (FY2019-20 benefit CANNOT be entered in FY2020-21.)
 
Enter and approve all benefits by June 19 and help your campus exit the Fiscal Year by reaching its target goal for FY2019-20. (See dashboard report on BB homepage for your campus target goal.)
 
It’s coming fast – the June benefit submission period is shortened to meet Fiscal Year-end reporting requirements. This year’s benefits must be entered and approved by June 19.
 
Help your campus exit the Fiscal Year on target and on time!
Stay Informed
Please stay informed with Return to Campus news at:  https://news.berkeley.edu/coronavirus/


More information for COVID-19 related Supply Chain operations can be found at:  https://supplychain.berkeley.edu/supply-chain-responses-covid-19  
Helpful Hints
Order Status

If you need assistance with determining the status of your order in BearBuy, visit the  How to Find the Status of Your Order  page on the SCM website

Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
Expediting an Order

If an order warrants expedited handling, please change the priority on the requisition to "Urgent". If you have already submitted the requisition, please  contact your assigned Buyer  via email and be sure to include the requisition number.
Who is My Department's Assigned Buyer?

If you are unsure of how to start your purchasing transaction, contact your Buyer for assistance by using your Org Node and Department Name to find your assigned Buyer located in this  matrix .
Splitting Chart of Accounts (COA) At Header Level Vs. Line Level

Splitting COA at the Header Level will apply the split to all lines on the PO. 

Splitting COA by Line Level allows you to customize COA percentage allocated to that specific line. BEST PRACTICE for Subaward: Put line 1 COA at the header and then edit each line with their own unique COA. 

For any questions on how to split a COA, please contact your regional group:  https://regionalservices.berkeley.edu/home .
SCM Service Level Turnaround Times

Urgent requests will be handled on a first-in-first-out basis. Standard turnaround time (Service Level Agreements) for purchase and contract types are available on our  Service Level web page

Please be aware that contract negotiations with suppliers may cause delays.
Ship To Address vs Final Destination

A Ship To Address is the address that is sent to the supplier. When the supplier is delivering items, they will deliver to the ship to address (which is also visible on the PO they receive).

A Final Destination code is an address only associated to UC Berkeley. Final destination code are used when departments have a central receiving location. The ship to address is the central receiving facility. When the packages are received, the department central receiver looks the PO up in BearBuy and looks for the final destination code. The final destination code is then the office/room number of where shopper needs the items. Final destination codes are never sent to the supplier and are NOT reflected anywhere on the PO.  
BearBuy Resources
Below are links to the BearBuy homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBuy related issues.  
Whether you are an experienced or a new BearBuy shopper, it is always best practice to attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!