Volume XX | Month Day 20XX
BearBuy Updates
May 2017
Dear BearBuy Users,
  
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 BearBuy News:
  1. Authorized vs Unauthorized Purchases 
  2. Deactivation of Inactive BFS and BearBuy Users
  3. 'Did you know?' Useful BearBuy Tip Reminder
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, 

UC Berkeley BearBuy Team 
Supply Chain Management
1. Authorized vs Unauthorized Purchases
Planning your goods and services purchases in advance by getting Purchase Orders and/or contracts in place prior to the Supplier beginning work for the campus is a win-win for both UC Berkeley and the Supplier. The Supply Chain Management site has guidance on how to place an order, please visit the How to Buy website pages or contact your Buyer for assistance.

Did you know paying suppliers  " After the Fact” can strain the UC/supplier relationship and it could put your department at risk? 

Paying supplier invoices using the After the Fact form in BearBuy can delay payments to suppliers which places a strain on UC Berkeley's business relationship with suppliers. A Purchase Order is not sent to the Supplier when using an After the Fact form.  Additionally, without having the supplier accept  UC’s Terms and Conditions  in advance of starting work/shipping goods, it can put your department at risk on issues related to insurance, wage requirements, data security breaches and intellectual property rights. 
2. Deactivation of Inactive BFS and BearBuy Users

As part of our campus efforts to make our systems secure, users with BFS or BearBuy access who have not logged in to either system over 12 months will have their BFS and BearBuy access removed. Please note that active use of either system will ensure your continued access.

This change will not impact the BearBuy Shopper role. All current employees will retain their Shopper roles and the ability to log into BearBuy to make purchases.

This process has been in effect as of November 1, 2014. Users who have their access revoked may reapply for access via SARA if the need arises.

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.
3. 'Did you know?' Useful BearBuy Tip Reminder

Q:  How are shipping charges, also known as freight, calculated on catalog items that do not state " Freight is included in price"? 
A:  When freight is not included in the price, the supplier will include the shipping/freight charge on the invoice. At that point, Accounts Payable will enter the shipping charge separate from the line item, identical to how they enter the sales tax paid on an invoice.