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September 16, 2019 - In This Issue:
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REMINDERS TO APPROVE BEARBUY VOUCHERS
During the 2018-2019 fiscal year end, Supply Chain Management (SCM) sent email reminde
rs to BearBuy Match Exception Handlers and Voucher Approvers to alert them of outstanding vouchers that were pending review before they could be paid.
SCM received positive feedback from the campus that the reminders were a useful tool that helped provide additional visibility for vouchers in further need of review and action.
In response to that feedback, SCM will begin sending monthly emails to BearBuy Match Exception Handlers and Voucher Approvers to remind them of any vouchers that are pending approval. The reminders will be sent during the first week of each month, and the first email will be sent the week of
October 1, 2019. The emails will contain details about vouchers that are pending approval as of the end of the previous month.
As a best practice, pending vouchers should be reviewed and any necessary actions should be taken in a timely manner. If you do not have any pending vouchers, you will not receive the email reminder for that month.
We appreciate your efforts and attention on pending voucher approvals.
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LOGISTICS
SCM Logistics Offers Moves and Installations Services
If you are moving equipment between offices or across campus, Supply Chain Management Logistics can help.
Item
s are safely and securely transferred, delivered, and installed by Logistics experienced staff directly to your specified UCSF delivery point.
Services Included
:
- Moving Services: Office furniture and related items, files, laboratory equipment, and disposal of unwanted items
- Office Reconfiguration: Ergonomic adjustments, furniture installations, workstation configurations
- Equipment Receiving and Delivery: Refrigerators, bio-safety hoods, incubators, flammable storage cabinets
- Temporary Storage: Store items during a departmental transition
- Event Setup and Breakdown: Setup and re-staging of venue, materials pickup and disposal
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BEARBUY
I
n-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 three BearBuy Office Hours will be held on:
- September 24 from 1 p.m. to 4 p.m. at Parnassus, Medical Sciences Building, Room S176
- October 10 from 1 p.m. to 4 p.m. at Mission Bay, Mission Hall, Room 2110
- October 24 from 1 p.m. to 4 p.m. at Parnassus, Campus Library, Room 223
Supply Chain Manag
ement 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.
We can answer many BearBuy questions, but if you have payment-related questions, please contact the SCM Accounts Payable Helpdesk directly at [email protected].
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BEARBUY TIP
Q: I submitted an order in BearBuy but the system returned it to me. Why was my cart returned?
A: BearBuy may return your cart for various reason, such as expired accounting codes, invalid ship-to address on an order containing radioactive items, or the supplier is not open for ordering.
The email you received from BearBuy contains the reason that the cart was returned. For invalid accounting codes, the email may include, "The following note was attached to this requisition during the return: Line 1 Split#1 SFCMP-55102 Combo error for fields Acct/Fund/Project/Dept ID/Func."
To resolve the issue, review the Accounting Codes, replace it with the valid combination, if necessary, and then resubmit the order. You can use the SpeedType Search and Chartfield Validator application that can be found through MyAccess to verify the accounting codes are valid.
For additional scenarios on how to fix a returned cart, review the
Cart or Requisition Returned - Quick Reference Guide.
For additional help, contact the BearBuy specialists at the IT Service Desk at
[email protected] or (415) 514-4100 option 2.
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