Supply Chain Management News
June 2018
Dear Campus,
  
We would like to inform you of a few updates and important events coming soon. 
Please review the topics below and follow the links or scroll down for more information on each topic.  
 
This month's SCM News:
  • Forms Changes
  • Payment Terms Changes
  • Pay Cycle Frequency Change
  • How To Find Status Of Your Order
  • Forms Website
  • PO Closure
  • SCM Website Survey
  • New Shopper Information

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
Forms Changes
Supply Chain Management will release updates to four Bear Buy forms on July 9th. The revised forms include improved user instructions and layout. Work in progress will not be impacted by the new forms. New Form versions will be automatically visible.  

  • Non-Catalog Form
  • Service Order Request Form
  • Independent Contractor Form has been discontinued. Independent Contractors may be hired using the Services Form going forward.  
  • New: Blucard Tracking Form for requests to make purchases when the requestor does not have their own card or when an order or contract must be signed by Supply Chain Management. 

Click here to view information on these changes. https://supplychain.berkeley.edu/new-bearbuy-forms
Payment Terms Changes
In August, we will be changing the payment terms for some suppliers. The change will extend the payment time from 30 days from the date of invoice to 60 or 90 days if the supplier is using paper invoices and/or receiving paper checks. For many UC Berkeley suppliers, there will be no impact because over the past year Accounts Payable has worked with suppliers to transition from manual, paper-based invoicing and payment processes to electronic format. Over the next few weeks, we will be informing suppliers of the new payment terms. This change is in alignment with a UC system-wide effort to standardize supplier relationships. The new payment terms go into effect in BearBuy on August 1.  
 
If you have any questions about this change, please contact Dan Parnas, Accounts Payable and Travel Manager at  dparnas@berkeley.edu .
Pay Cycle Frequency Change
As part of the University's efforts to simplify processes and reduce unnecessary administrative effort, effective July 2, 2018, the Accounts Payable office will reduce the frequency of printing employee and supplier checks from daily to twice weekly on Tuesdays and Thursdays. This will only affect employees and suppliers who have not signed up for Electronic Funds Transfer .

Suppliers, employees, and students will continue to be paid daily Monday – Friday via  Electronic Funds Transfer . For suppliers signed up for the  Payment Plus single use credit card program , payment frequency will increase from twice weekly to three times weekly: Monday, Wednesday and Friday. 
Generating checks is manually labor intensive and costly when compared with other payment methods. Additionally, checks pose the highest degree of fraud risk of all payment methods and researching and replacing missing checks with stop payments is time-consuming and costly.
There will be no change to the daily Monday – Friday printing of student checks.

For any questions about this change, please contact Dan Parnas, Accounts Payable and Travel Manager at  dparnas@berkeley.edu
How To Find Status Of Your Order
Having trouble locating the status of your order? We have created the following directions below:

To find the status of your order click here
https://supplychain.berkeley.edu/procurement/how-find-status-your-order
PO Closure 
Over the last couple of weeks SCM has seen an influx of PO closures which inevitably affects daily Purchase Order updates. We understand that we are approaching fiscal year close, so with this in mind we suggest that you contact bearbuyadmin@berkeley.edu if you plan on closing over 100 POs in a day. With this knowledge, we can adjust the amount of POs that can be closed on Supply Chain Management's end during the months of June and July. 
SCM Website Survey
We would love to hear your feedback on our website. Please take some time to take the following survey
New Shopper Information
Below are links to the BearBuy website, instructional aids, training courses and how to create Service Now tickets for BearBuy related issues. You can also find information on the left side bar of the BearBuy home page.

This link will direct you to the BearBuy Homepage. Take note of the main image because this is a high level view of a BearBuy transaction workflow. Additionally, the BearBuy Website is a hub for numerous links such as the  Roles & Responsibilities  tab that defines the various types BearBuy Users.

This link contains numerous BearBuy training materials. Feel free to click on the various videos and guides as you explore the intricacies of BearBuy.

Whether you are an experienced BearBuy shopper or new shopper, it is always great to have a face-to-face training with a designated BearBuy trainer. Review the list of dates for the "Basics for Shoppers training" and choose a date that fits your schedule. We look forward to meeting you and answering your questions.

If you have any problems or issues related to BearBuy you can contact the help desk and submit a Service Now ticket.

Links:
https://supplychain.berkeley.edu/campus/bearbuy
https://supplychain.berkeley.edu/campus/bearbuy/roles-responsibilities
https://supplychain.berkeley.edu/campus/bearbuy/instructional-resources
https://supplychain.berkeley.edu/campus/bearbuy/training-courses
https://supplychain.berkeley.edu/campus/bearbuy/bearbuy-help-desk