March 18, 2020
Supply Chain Management News
March 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:   
  • BearBuy Email Approval Go-Live: Monday, March 16, 2020
  • New Catalogs Available in BearBuy
  • New Master Service Agreements (MSA)
  • From Boalt Hall to Berkeley Law Address Updates in BearBuy
  • Punchout Quotes Feature in BearBuy


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
BearBuy Email Approval Go-Live: Monday, March 16, 2020
SCM is pleased to announce that the new email approval feature (only available to the following selected roles for requisition approvals: Requisition Org Node Approval, Authorizers, CF1 and CF2 Approvers) will be live starting Monday, March 16, 2020!

Approval via email will allow approvers to approve requisitions or assign the requisitions to themselves for later action within BearBuy. Please be advised that approvers must log in to BearBuy in order to edit content or comment on a purchase requisition/shopping cart. In addition, all email approvals are secured with individual PIN numbers that are set by the approver.

Check out our  Email Approval Quick Reference Guide  for assistance!
New Catalogs Available in BearBuy
Rainin Monthly Pipette Calibration and Service Clinics
Effective March 3, 2020, you can select the Rainin punchout catalog and order pipette calibration services for all pipette brands on BearBuy. This new process generates purchase orders for improved billing and also reserves space in the upcoming monthly pipette calibration clinic. 

Due to the recent shelter-in-place order in effect until April 7, 2020, the Rainin Pipette Calibration Clinic held on March 30, 2020 has been cancelled; however, there will be another clinic available on April 27, 2020.

Please see the Rainin UC Berkeley Pipette Calibration Services link for more information. We apologize for any inconvenience this may cause.

For questions, please contact your Rainin account manager, Blanca Ramirez ( Blanca.Ramirez@rainin.com )
Business Contracts & Brand Protection
Need a  Contract  reviewed? Questions on  Branding ?

See our new tile to the  Business Contracts & Brand Protection  site!
IT Client Services: Provisioning
Need to  purchase or replace your computer ? Check out the new tile for  Supported Computer Purchases via the University's IT Client Services Provisioning .

Click on the tile then "External Supplier Page". This will take you to their web page where you can browse their IT Equipment Catalog for all supported computer equipment and accessories.

Using this catalog WILL ensure that your purchases are supported by IT Client Services.
New Master Service Agreements
SCM is excited to announce three new Master Service Agreements with the following Suppliers:  

1. Yamaha Golf Cars of Northern California
2. Bay Area Golf & Industrial Vehicles:
3. RAAJ Berkeley Lessee LLC (The Graduate Berkeley)

BearBuy requisitions less than $100,000.00 will now be streamlined as the university has negotiated beneficial terms and conditions with these Suppliers.

For questions regarding how to use these new Master Service Agreements, please contact  mike.murphy@berkeley.edu .
From Boalt Hall to Berkeley Law Address Updates in BearBuy
Since the University's announcement to remove the Boalt Hall name from the law school, addresses in BearBuy has been changed accordingly.

Please see the updated list to view the Berkeley Law addresses available in BearBuy .

The old and new address codes will be in BearBuy until June 30, 2020 in which the old address codes will be removed afterwards.
Punchout Quotes Feature in BearBuy
For those who obtain quotes from Suppliers that have punchout catalogs in BearBuy, these quotes may be available for you to use in BearBuy by using the Quotes feature located within the Supplier's punchout catalog! This creates an easier way for users to submit their quote orders without having to manually search for each product within the quote. Users can search for their quotes, add their quotes to their carts, and proceed to BearBuy to process their orders.

For more information and instructions, please check out the Punchout Quotes Feature Quick Reference Guide .
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!