SCM - Latest News and Updates

June 21, 2022

Supply Chain Management News

June 2022

Dear Campus Community,

Supply Chain Management (SCM) would like to inform you of important updates and events.

This month's features:

Amazon Business Invoices
BearBUY: 22.2 Upgrade Release Coming Soon!
Year-End Housekeeping for BearBUY
NEW! Henry Schein Punchout Catalog
NEW! Rainin Pricing
UPS: Rate Change Advisory
A Message from the Vendoring Team: Delay in Processing Time for New Suppliers

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

Visit Our Website

Amazon Business Invoices

As a friendly reminder, catalog suppliers such as Amazon Business are auto-invoiced upon shipment. Please be cautious when submitting your catalog orders by ensuring that all information, especially COA (chartstring) being used, is accurate since you will not be able to submit a change order for a COA change.

BearBUY: 22.2 Upgrade Release Coming Soon!

The 22.2 upgrade release in BearBUY will go live on Monday, July 18, 2022. This release may include visual and functional changes such as:

Integrated Amazon Search
Substitute Approval Reporting with Historical Data
Ability to Enforce Separate Receipts for Product/Service Lines

Release notes and any revised job aids will be sent to the BearBUY community on Friday, July 18th.

Year-End Housekeeping for BearBUY

As a reminder, the fiscal year ends on June 30th. If you are an approver in BearBUY, please be sure to approve or reject all open transactions before the year-end. You can see if you have pending action items by clicking on the Attention flag on the top right corner. A number will appear next to the flag indicating the transactions that require action.

On a related note, BearBUY administration will be closing purchase orders that have had no actions in over 18 months as part of the cleanup process related to this spring's Common Chart of Accounts project regardless of any remaining lien balances.

NEW! Henry Schein Punchout Catalog

The Henry Schein punchout catalog is now available!

Check out this new catalog for your health care products and services needs!

NEW! Rainin Pricing

We are pleased to announce a new Mettler-Toledo Rainin price file and contract in BearBUY!

UPS: Rate Change Advisory

Regrettably, the UC System, including Berkeley, is experiencing a gap in our discounted UPS pricing due to contract expiration dates. From 6/11/2022 through 6/20/2022, Berkeley will be paying UPS list prices. A new discounted price will be available through our contracts and CampusShip after 06/20/2022.

Supply Chain recommends that departments use FedEx shipping to minimize the financial impact for the month of June. Please accept our apologies for this brief unannounced price increase.

A Message from the Vendoring Team:

Delay in Processing Time for New Suppliers

The Vendoring Team, part of the Controller’s department in the finance division is experiencing an extremely high level of requests for new supplier setups. We work on requests on a first in, first out basis and our goal is to add a new supplier and respond to questions by no later than 5 business days, preferably sooner.

Currently, because of the volume of new requests, the processing time to add new suppliers is roughly 20 business days and the response time for questions has increased to over 30 business days.

We apologize for the extended response time and acknowledge that it is well beyond the usual time period. We understand this is frustrating and are doing everything we can to address this issue, including adding additional resources to our team to process these requests. We appreciate your patience while we work to resolve the delay and meet your need to add new suppliers. Thank you for your patience and understanding.

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 Subawards

Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.

For any questions on how to split a COA, please contact your regional purchasing team: 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.

Roles & Responsibilities

Help

Desk

Whether you are an experienced or a new BearBUY shopper, it is always best practice to take the BearBUY: Basics for Shoppers training if you haven't already.

To take this ESSENTIAL training, please click on this course #: BEESS950-Online