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Supply Chain Management News
October 2024
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Dear Campus Community,
Supply Chain Management (SCM) would like to let you know of important updates and events.
This month's features:
- Scheduled BFS Maintenance
- BearBUY 24.3 Upgrade Release
- Temporary Staffing Approved Supplier: Avid Technical Resources
- New: Accounting Codes (Chartstring/COA) Job-Aid
- Reminder: Change Request Job-Aid
- Bears that Buy Open Office Hours: Here to Make Purchasing BEARable
- Supplier Expo 2024 Digital Guide
If you have any questions, don't hesitate to 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
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Scheduled BFS Maintenance | |
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The BFS and Blu Portal systems will perform maintenance on Friday, October 25, 2024, between 6:00 a.m. PST and 6:00 p.m. PST. BearBuy will be unavailable during this maintenance period.
Please prepare for planned system downtimes and visit the Controller’s Office website for the 2024 BFS Maintenance Schedule.
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BearBUY 24.3 Upgrade Release | |
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As part of the Jaggaer 24.3 upgrade, BearBUY will be unavailable from Friday, November 1, 2024, at 6:00 p.m. PST to Sunday, November 3, 2024, at 9:00 a.m. PST. BFS will also be performing scheduled maintenance during this period.
The 24.3 upgrade release in BearBUY will go live on Monday, November 4, 2024.
Documentation of new features and changes will be available on the Friday before the release and can be found on the BearBUY New Features webpage.
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Temporary Staffing Approved Supplier:
Avid Technical Resources
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Avid Technical Resources is a contracted supplier for temporary and recruiting support specializing in technical staffing. For quick ordering, BearBUY shoppers can find Avid listed as a supplier on the Temporary Staffing Form or under Favorites, BearBUY agreements, Temporary Staffing Form. As a contracted supplier, shoppers do not need to solicit quotes or complete source justification forms for these purchases.
For more information, please get in touch with our account manager, Ina Martin, at (415) 851-8708 or email ina.martin@avidtr.com.
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Accounting Codes (Chartstring/COA) Job-Aid | |
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The Chart of Accounts is a set of fields (commonly called chartfields or Financial Accounting Codes (FAC) used to manage UC Berkeley's money and financial activity. When those chartfields are defined (Account Code, Fund Code, Dept ID, Program Code, and Chartfield 1 (optional) or Chartfield 2 (optional), they become a chartstring, and the chartstring is what goes into BFS.
To help add, modify, or split the account codes (chartstring/COA) in a requisition or PO, please visit the How to Add/Update the Accounting Codes (Chartstring) in BearBUY Job-Aid. Please pay attention to the helpful hints, reminders, and warnings.
REMINDER:
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No changes are allowed in any Amazon Business POs, especially the shipping address and accounting codes (chartstring/COA). Amazon processes the billing and shipping at the time of order.
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You cannot modify the accounting codes (chartstring/COA) on a fully invoiced/vouchered PO.
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You cannot modify the accounting codes (chartstring/COA) on a partially invoiced/vouchered PO line.
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How to Create a Change Request Job-Aid | |
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In November 2022, we enabled the Change Request feature in BearBUY to give control back to the shopper. This feature allowed the shopper to dictate what change should be made in the purchase order.
You can visit the Change Requests vs. PO Direct Revisions website to help you decide whether to create a change request or contact your BRS Purchasing Team or Buyer to request a PO direct revision.
To help you create a Change Request, please visit the How to Create A Change Request in BearBUY Job-Aid. Please pay attention to the helpful hints, reminders, and warnings.
REMINDER: Amount thresholds for PO direct revisions:
BRS Purchasing Team: Equal to or less than $9,999.99
Buyers: Equal to or over $10,000.00
If anyone has any questions, please contact the BearBUY Help Desk at bearbuyadmin@berkeley.edu. They would be more than happy to assist you.
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Bears that Buy Open Office Hours:
Here to Make Purchasing BEARable
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Please join us at our next remote office hour tomorrow, Tuesday, October 15, 2024, from 10:00 a.m. - 10:50 a.m.
We encourage you to submit topics of discussion and/or questions in advance in this Google form.
Just so you know – individuals from the Procurement, BearBUY Solutions, Account Payable, and BRS teams will attend to listen to your questions and provide information about purchasing at Berkeley. The Open Office Hours will be held every third Tuesday of the month from 10:00 to 10:50 a.m.
Instructions and Zoom URL:
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Please check out the Supplier Expo Digital Guide for more information: contract number, supplier contact information, new shopper quick reference guide, and BearBUY support/resources information.
The Supplier Expo Digital Guide will be available for 12 consecutive months.
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Order Status
Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
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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.
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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.
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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
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Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
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Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.
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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.
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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.
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Below are links to the BearBUY homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBUY related issues.
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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
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