January 24, 2022
Supply Chain Management News
January 2022
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • COMING SOON! Updates to Non-Catalog Items Form
  • NEW! Updates to WFHGENERIC Code Instructions and Clarification for Usage

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
COMING SOON! Updates to Non-Catalog Items Form
After receiving valuable feedback on updating the Non-Catalog Items form in BearBUY, we are pleased to announce the form is being revised and will  go-live at the end of February 2022!

Some of the updates to the Non-Catalog Items form include:
  • Reworded and rearranged sections to make the form easier to read and complete required fields.
  • Less required questions/fields to answer.
  • Pricing/Source Justification section shortened.

Helpful Hints:
  • Please be sure to pay close attention to the instructions/questions and respond carefully since required fields are not defaulted to a specific answer.
  • If a contract is selected on your form or your total purchase is less than $10,000, you may proceed with checking out your form and submitting your order.
  • Do not forget to attach any applicable supporting documents.

Please note that the Services and Non-Tangible Items form will undergo similar changes in the near future. Stay tuned!
NEW! Updates to WFHGENERIC Code Instructions
and Clarification on Usage
After regularly scheduled audits of the WFHGENERIC address code use in BearBUY, we would like to remind users of the following:

WFHGENERIC is restricted to employees on valid work from home agreements and intended for shipping tangible goods to residential addresses within California. 

If you are shipping to an out-of-state location or a third party within California, please submit a ticket to bearbuyhelp@berkeley.edu requesting a new ship to address. You must include the physical address, business justification, and approval from your department when submitting your ticket.  

Allowable Business Justifications for Shipment to Third Party Locations:
  • Employees with approved work from home agreements.
  • If required by a research contract terms, provide a copy of the contract/grant showing the requirement in the contract language. Such language must explicitly detail the materials required, ownership of the materials, and locations that materials must be shipped. 
  • If a research contract requires fabrication and assembly of components at a subcontracted location and later return to Berkeley campus.

Please DO NOT use WFHGENERIC…
  • If you cannot find your UC Berkeley campus location when searching for your ship-to address in BearBUY.
  • Please submit a ticket to bearbuyhelp@berkeley.edu requesting a new ship to address for your campus location. 
  • For goods or services that will be used on campus by department users.
  • For deliveries to campus locations, third parties in California, or to accept delivery of goods that will be used on campus.  
  • For payment requests, subawards, software, or services.
  • Please use your campus delivery location for those purchases.  
  • To ship Federally funded equipment or assets to anyone (including employees).
  • If you have an essential purchase for federally funded goods or capital assets that cannot be shipped to an open campus receiving location, please send a request to bearbuyhelp@berkeley.edu. 
  • As a saved default address in BearBUY. 

For assistance with using WFHGENERIC, please see the following instructions that have been revised: https://supplychain.berkeley.edu/sites/default/files/using_generic_ship-to_address_-_wfhgeneric_-_01_24_2022.pdf
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. 
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