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Supply Chain Management News
September 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:
- Change Request Job-Aid
- EMD Millipore Tile Retired
- Accounts Information Session
- Save the date for the 2nd Annual Sustainable Travel Event
- Reminder: BearBUY User Experience Change - Header Bar change
- 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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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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EMD Millipore Tile Retired in BearBUY | |
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Please continue purchasing your chemicals for laboratories and industry applications, biosciences, biopharma, food, cosmetics, and pharmaceuticals through the MilliporeSigma tile in Research/Lab Supplies & Support Guided Dashboard in BearBUY.
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Upcoming Accounts Information Session - Monday, September 16, 2024 | |
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Accounts Payable will host an information session Today, Monday, September 16, 2024, from 11:00 a.m. - 12:00 p.m. We have a new topic that we think will be of interest to the campus community in the theme of simplification/automation and what we feel are some exciting updates from ConnexUC and the travel program.
1) Tips, tricks, secrets, and things you didn't know you could see in BearBUY and BFS
2) Travel program updates
Accounts Payable Training Sessions
To attend, add the session event to your calendar or email disburse@berkeley.edu for more information.
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Save the date for the 2nd Annual Sustainable
Travel Event on October 10, 2024
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Save the date to attend a Sustainable Travel Event on Thursday, October 10, 2024, from 10:00 a.m. to 1:00 p.m. at the Pauley Ballroom. The UC Berkeley Travel Team is partnering with the Campus Sustainability Office to offer sustainable business travel options, including reducing our travel-related carbon footprint.
There will be food, drinks, and vendors focused on sustainability and travel available to guests. We will post updates to the Sustainable Travel Guide page on the Travel website.
Please reach out to the Travel Team with any questions at travel@berkeley.edu.
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BearBUY User Experience:
Header Bar Change
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The Non-Catalog Items link in the header bar has been removed because it could not default to taxable status, and users were incorrectly processing purchase requests as non-taxable. Users can still click on the forms link at the header bar to select a non-catalog item order or scroll to the bottom of the homepage and all guided landing pages for a link to the non-catalog form, which correctly defaults to taxable status.
As a reminder, tangible property is taxable at UC Berkeley.
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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, September 17, 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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