January 21, 2020
Supply Chain Management News
January 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
 
  • Then and Now: Purchasing Statistics and Results
  • Zero Dollar Amount/Quantity Lines
  • Jaggaer 20.1 Upgrade Coming Soon!
  • Now Available in CalUSource: Insights & Vision Reporting Module

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
Then and Now: Purchasing Statistics and Results
Requisition to PO Completed in 1 Day or Less
47.4%
2018
62.3%
2019
Requisition to PO Completed in 5 Days or Less
68.8%
2018
85.8%
2019
Total PO's Processed in BearBuy
212,932
2018
225,152
2019
Total PO Spend from BearBuy
$548,790,104
2018
$627,758,826
2019

Unique BearBuy Users Per Month in 2019
3,700 to 4,630

Zero Dollar Amount or Quantity Lines
As a best practice, please do not create carts/requisitions with zero dollar amount or quantity line(s) in order to avoid errors in BFS. If you must have a line(s) with a zero dollar amount, it is recommended to use a place holder such as $1. Also, please avoid using 1 cent if you are splitting your chartstring into multiple lines since it is impossible to split a penny and doing so will create errors for your PO in BFS.
Jaggaer 20.1 Upgrade Coming Soon!
BearBuy will have a new look and feel in April 2020! Stay tuned for more information and details.
Now Available in CalUSource: Insights & Vision Reporting Module
The reporting and dashboard tool in CalUsource is changing. The Spend Module is being deactivated on Friday, Feb. 14.
 
The Insights & Vision Reporting Module is the new reporting and dashboard tool in CalUsource. It replaces the Spend module, which will be deactivated on Feb. 14, 2020.

A recording of the sneak peek webinar is available now on  CalUsource.net .
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!