February 22, 2022
Supply Chain Management News
February 2022
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • Outstanding New/Mid Level Award
  • BearBUY: 22.1 Upgrade Release Coming Soon!
  • G/L 59XXX Use in BearBUY
  • UC Berkeley and Clorox Partnership will Provide Priority Benefits to Campus
  • Home Depot (HD) Pro/HD Supply Merge
  • REMINDER: Amazon Business Policies
  • REMINDER: Updates to Non-Catalog Items Form

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
Outstanding New/Mid Level Award
Congratulations to Eryn Hong for receiving the Outstanding New/Mid Level Award! Eryn is the Manager of Brand Protection and Business Projects from SCM’s Business Contracts and Brand Protection department. 



The recipients of the Outstanding New/Mid Level awards shall have made a positive impact on the campus community. A panel of APASA steering committee members will select winners based on nominees' professional contributions to UC Berkeley, contributions to programs or projects which positively impact students, staff, and/or faculty, and support of the mission of APASA.

Well done, Eryn!
BearBUY 22.1 Upgrade Release Coming Soon!
The 22.1 upgrade release in BearBUY will go live on March 21, 2022. This release may include visual and functional changes such as:
  • Newly Revised Service Form
  • Commodity Code Functionality
  • Substitute Approval Reporting
  • Contract Spend Reporting Enhancements

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

Please be aware that BearBUY has a scheduled system downtime on Friday, March 18th at 6pm to Sunday, March 20th at 12pm. 
G/L 59XXX Use in BearBUY
At the request of Financial Accounting, all G/L Account Codes with 59XXX values will be blocked in BearBUY effective March 21, 2022. 

The G/L account codes are used for internal recharge activity. Visit this link for more information: https://controller.berkeley.edu/accounting-and-controls/financial-reporting/chart-accounts/common-chart-accounts
UC Berkeley and Clorox Partnership will
Provide Priority Benefits to Campus
UC Berkeley and The Clorox Company announced an exclusive agreement making Clorox the Official Cleaning and Disinfectant Product Partner of UC Berkeley. The relationship is built on “bringing us back together,” a theme with a mutual goal to continually improve the health and well-being of the UC Berkeley campus, while ensuring the community feels more confident, comfortable and safer in various facets of campus life. 

As part of the agreement, Clorox has provided the university with product dispensers for Clorox® Disinfecting Wipes and hand sanitizer. Clorox commercial and consumer products are available from BearBUY hosted and punchout catalogs, and can be secured from the following suppliers: HD Pro aka HD Supply, Waxie, Grainger, Blaisdells and Office Depot.

For larger campus purchases or recurring orders, please contact Berkeley's partners directly: 

HD Pro: Armando Soto, Account Manager
Cell: 510-846-7648

Waxie: Lori Mankat, Account Consultant 
Cell: 925-315-2532

For more information on the partnership, read the official announcement.
Home Depot (HD) Pro/HD Supply Merge
Effective January 31, 2022, Home Depot (HD) Pro and HD Supply are now officially one entity as HD Supply.

Please note that there are 2 separate tiles in BearBUY for HD Pro and HD Supply.
REMINDER: Amazon Business Policies
As a friendly reminder when using the Amazon Business punchout in BearBUY, please be advised of the following important policies:

  • Due to safeguards, Amazon Business will automatically cancel your order if your requisition is not approved in BearBUY within 7 days from the time you add the items to your Amazon Business cart.
  • You CANNOT select the Amazon Business hub locker at the MLK Student Union as a Ship-To Address for any other Supplier in BearBUY. This is to be used for AMAZON BUSINESS orders ONLY.
  • Amazon Business hub lockers will only hold packages for a limited time. Per Amazon’s policy, “You have 3 calendar days to pick up your package from a locker and 7 calendar days to pick up your package from a counter. If you’re not able to pick up your package within this time frame, we’ll automatically return it for you and send you a refund.”

For instructions on how to use the Amazon Business Hub Locker as a Ship-To Address in BearBUY, please see the following link: https://supplychain.berkeley.edu/sites/default/files/using_amazon_business_hub_locker_as_a_ship-to_address_in_bearbuy_-_02222022.pdf
REMINDER: 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 has been revised and will go-live on February 28, 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.

Check out the revised instructions for using the Non-Catalog Items form: https://supplychain.berkeley.edu/sites/default/files/using_the_non-catalog_items_form_in_bearbuy-02152022.pdf

Please note that the Services and Non-Tangible Items form will undergo similar changes with the 22.1 release. Stay tuned!
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