Volume XX | Month Day 20XX
BearBuy Updates
March 2017
Dear BearBuy Users,
  
We would like to inform you of a few updates and important events coming soon. 
Please review the topics below and follow the links or scroll down for more information on each topic.  
 
This month's BearBuy News:
  1. Updated Source and Price Justification Form
  2. PO Mass Closure Complete
  3. 'Did you know?' Useful BearBuy Tip Reminder
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, 

UC Berkeley BearBuy Team 
Supply Chain Management
1. Updated Source and Price Justification Form

Have “Source Justifications” been a hurdle in your procurement process? Good news: Supply Chain Management has created a new and improved Source Justification Form for departments to use.

The goal of the revised form is to streamline your department’s written supplier justification process.  If your department has older versions of a “sole source form” on file – please discontinue the use of these outdated forms. As of March 2017, please upload the new Proof of Price Reasonableness & Source Justification Form an internal attachment on requisitions in BearBuy on orders more than $5,000.00.    


Quick tips:

  • The best way to provide proof of price reasonableness is to solicit quotations from more than one responsible supplier to demonstrate adequate market competition.  A reasonable price need not be the lowest price available, but one that offers the highest total value to the University involving quality, quantity, delivery and service.
  • For assistance obtaining quotations or providing other evidence of a reasonable price, please contact your department’s assigned buyer.  Your buyer can obtain quotations, develop RFPs or research sources for your projects.  You are not required to have a purchase requisition in BearBuy before you contact your buyer.  
  • For any project, contract(s) or purchase(s) with a Supplier expected to exceed $100,000 or more within a fiscal year, please consult your Buyer. It’s likely a formal competitive bidding event will be required. 
2. PO Mass Closure Complete

As communicated in a June 1, 2016 BearBuy message, o​n​  July 1, 2016, in response to a March 2016 California State Auditor Report finding the Controller's Office inactivated the following BFS general ledger account codes:

56639 Miscellaneous Services
57359 Miscellaneous Expenditures

In order to comply with the directive from the Controller's Office to discontinue use of these accounts, all Purchase Orders with remaining balances against 56639 and/or 57359 have been closed as of March 13th.

Purchase Orders that have been closed will not be reopened. Department should create a new PO for additional goods and/or services.

3. 'Did you know?' Useful BearBuy Tip Reminder

Q: My cart was recently returned and I don't know why. How can I determine the reason my cart was return?

A: When a cart is returned to the submitter (individual who submitted the cart), the cart history tab should include a return note/comment. First you will need to access the returned cart within the View My Draft Shopping Carts page. To navigate to that page, simply select the Shop Menu Icon> My Carts and Orders > View Draft Shopping Cart.  

Returned carts will be grouped together within a My Returned Requisitions category. Select the Shopping Cart Name of the cart in question. 

Once in the cart, select the History tab.
Within the History tab, locate the history line that has Requisition returned listed in the Action column. A return note/ comment should be visible within the Note column.