August 15, 2018 - In This Issue:


USE OUR NEW BEARBUY ONE WORKPLACE CATALOG TO BUY FURNITURE

On August 2, Supply Chain Management and One Workplace (OWP), the University's primary furniture supplier, launched a new and improved furniture catalog within BearBuy. The new site is intuitive, feature rich and looks great.
 
This site is part of UCSF's furniture agreement with OWP negotiated and signed last year by SCM. OWP partners with Steelcase, as well as more than 300 other suppliers, to make sure you have many options. This contract means OWP is UCSF's preferred furniture supplier and should be your first and only stop when buying furniture. Highlights of that contract include:
 
  • Improved pricing
  • Dedicated UCSF primary point of contact and project managers
  • Furniture design, planning and specifications assistance
  • Timely ordering, delivery and installation
  • Strategic workplace consulting tools to engage users and align furniture to their needs
  • Equipment pre-approved for ergonomics and sustainability
  • Chair and equipment fitting sessions and demonstrations to ensure proper usage
  • Maintenance and warranty assistance services
  • Removal, reuse of existing furniture and disposal that minimizes impact to the environment
 
CONTACT INFORMATION
 
  • For questions about products or ordering, contact Melissa Kubit, OWP's primary point of contact for UCSF
  • For questions about the contract, please contact SCM Purchasing Supervisor Christina Morache
  • If you have general questions or comments, please contact BearBuy@ucsf.edu

BEARBUY OFFICE HOURS
In-Person BearBuy Support Office Hours
 
Come to the next BearBuy Office Hours to get your BearBuy questions answered in person. No appointment is needed. The event is first come, first served.
  The next two BearBuy Office Hours will be held on:

  • August 30 from 1 p.m. to 4 p.m. at Parnassus, Campus Library, Room 220
  • September 6 from 1 p.m. to 4 p.m. at Mission Bay, Mission Hall, Room 2109
Supply Chain Management representatives will be available at these locations to answer BearBuy questions such as:
  • Navigating BearBuy
  • Shopping using catalogs and forms
  • Submitting or approving orders
  • Managing purchase order changes
  • Searching for BearBuy documents
  • Ways to optimize and streamline your BearBuy purchases
  • Managing your BearBuy settings and email alerts

We are here to help, so please come visit us with your BearBuy questions. 
 
Supply Chain Management can answer many BearBuy questions. However, if you have payment related questions, please contact the Controller's Office directly at  COSolutionCenter@ucsf.edu .
SYSTEMWIDE NEWS
Outbound Shipping Rate Increases

As part of a new University of California Office of the President contract with Vantage Point Logistics (VPL), fees for all UCSF shipments made using the VPL Outbound Freight Program increased. Shipment fees increased in April 2018 to $0.79 and in July 2018, rates increased to $1.79. VPL Inbound Freight Program fees remain unchanged
 
While this may seem like a big hike, this new VPL pricing is still 50 percent less than what they charge other customers. There are other advantages to the program.
 
By partnering with Vantage Point Logistics (VPL) and Federal Express (FedEx), you can use BearBuy purchase orders (PO) for FedEx outbound shipping. The VPL Outbound Freight Program brings several benefits to departments:
 
  • Purchase orders bring increased visibility by allowing requisition approvals of FedEx shipping and the ability to track invoices on a BearBuy PO.
  • Once a PO is generated, departments will no longer receive and process paper invoices. All FedEx shipment invoices will be sent electronically through BearBuy and associated with POs.
  • VPL offers shipping activity reports that help the campus reconcile shipping activity and identify where departments can save on shipping costs.

BEARBUY TIP

Q: 
If I need to review an invoice applied to our purchase order, where and how can I pull a copy of the invoice?

A:  Suppliers can send invoices to Accounts Payable in a number of ways, and the availability of a PDF copy of the invoice depends on how the supplier submitted the invoice. See table below:

Invoices Sent to
Accounts Payable
Voucher Source
in BearBuy Reads
Invoice Copy
Available?
Paper Invoice
Manual
Yes
Electronic using Transcepta
Invoice Import
Typically, yes if provided by supplier
Electronic using BearBuy (cXML)
Electronic
No
BearBuy Supplier Portal
Supplier Portal
Yes, if provided by supplier

If an invoice in PDF format is available, it typically can be found under the Attachments tab of the BearBuy voucher as seen below. Click on the invoice image link to open the file.


For invoices submitted via Transcepta or Supplier Portal, the invoice link may appear at the top of the voucher as seen below.


BEARBUY TIP

Q: I want to use Account 57250 Social Activity/Entertainment/Alcohol for my transaction. Is there a Commodity Code tied to this account?
 
A: Yes, the Commodity Code 00333 is tied to the COA Account code 57250 - Social active/entmt/alcohol, which will then be used in the general ledger when selected on your BearBuy orders.
 
The commodity code appears in alphabetical order as an option in the Commodity Code pull down list found on various BearBuy forms and also at the Requisition line level.      
 
Commodity Code options from a BearBuy form:

 

If you have a question about use of this commodity code, please contact your department's financial team. 

CONTACT US

For BearBuy technical support, how-to help or questions regarding basic purchasing, contact the IT Service Desk.
Phone: (415) 514-4100, option 2 (M-F, 8 a.m. to 5 p.m.)

_____________________________________________________________________

For general Supply Chain Management questions, please email
supplychain@ucsf.edu or visit our website at supplychain.ucsf.edu.

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