Logo TM

Important BearBuy Updates

November 2016

Dear BearBuy Users,
We would like to inform you of a few updates.  Please review the topics below and follow the links or scroll down for more information on each topic. 
This month's BearBuy News:
As always, if you have any questions, please contact Customer Support at (415) 514-4100, Option 2 or  appsupport@ucsf.edu  for immediate assistance.

Thank you for your continued support, 
BearBuy Team 
UCSF Supply Chain Management

1. BearBuy Scheduled Maintenance
BearBuy will be unavailable Friday, November 11 at 6PM through Sunday, November 13 at 9AM for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on Monday, November 14.

New BearBuy enhancements will be available on November 14, 2016. A PowerPoint presentation outlining the new features is available under the 'Training' menu on the Supply Chain Management (SCM) website.

The highlights of this release are:
  • Main Navigation Menu Item Updates
  • Main Navigation Menu Item Name Changes
  • New Advanced Search Setting for Document Search
  • Navigation and Save Buttons Display without Scrolling
3.  ATTENTION: Action required by Requesters shipping to Parnassus Addresses

All non-urgent packaged items that Parnassus Requesters order through BearBuy should be routed through the  Last-Mile Package Delivery Program  (with few  exceptions ). When creating your requisitions,  select "616 Forbes Blvd (Oyster Point)" as the delivery address . Be sure to select the "616 Forbes Blvd" address that corresponds to your Parnassus location.
Read more about the Last-Mile Package Delivery Program Pilot for Parnassus here. Additional information and instruction for the program is available in a webinar, guide, and FAQs.
Please select "616 Forbes Blvd" for all your non-urgent packaged items beginning TODAY, if you have not already done so.

Thank you.
  • For questions or comments about this program, please email logistics@ucsf.edu.
  • For BearBuy support, please contact the IT Service Desk at (415) 514-4100, option 2 or appsupport@ucsf.edu.
4. Please Get Your Year-End Requests in Early

During the holiday season, many offices - including Supply Chain Management (SCM), our campus partners and suppliers - may have reduced staffing. To help ensure smooth processing of purchase orders and requests that need to be completed by the end of December 2016, SCM is encouraging customers to submit and approve requisitions, lien removals or chartfield changes no later than
Dec. 7. SCM will make our best effort to process requisitions that are received by Dec 7.

Holiday Processing Dates

New BearBuy Requisitions less than $50K requiring Supply Chain Management approval, that need to be completed by the end of December 2016
If your requisition is under $50K and requires SCM buyer approval, please submit your completed, approved requisition to SCM by close of business on Dec. 7, 2016* to facilitate placement of your purchase order by Dec. 31, 2016.
Lien Removals or Chartfield Changes that need to be completed by the end of December 2016
Submit and approve a BearBuy Change Order Request Form by close of business on Dec. 7, 2016*. Be sure to follow the instructions on the form.

*Requisitions submitted by these dates must be accurate and complete. Incomplete and problematic requisitions result in processing delays.

If you have questions or concerns, please email BearBuy@ucsf.edu.

5. "Did you know" Useful BearBuy Tips
Q: The balance PO amount is insufficient to cover the last invoice. Do I need to submit a Change Order Request to increase the PO amount?
A: If the supplier has already fulfilled the order and there is only one invoice left against a PO, it is not necessary to change the PO amount. Your department's Match Exception Handler can review and approve the last invoice applied to a PO.
Q: I need to request lien removals (PO closure) for multiple POs containing the same Fund and Dept ID. Can I submit one Change Order Request to close multiple POs?
A: As long as the POs have the same Fund and Dept ID, then you can submit one Change Order Request to close multiple POs. On your Change Order Request Form, (1) type the word "MULTIPLE" in the PO Number field, and (2) attach a list of POs to your Change Order using the spreadsheet that is linked in the form's instructions (on the left side of the form). Be sure to include the reason for closing each PO, and remember to attach the spreadsheet to your Change Order.