October 19, 2020
Supply Chain Management News
October 2020
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • Coming Soon: BearBuy 20.3 Upgrade Release
  • Cost Savings Tip: Recurring Purchases
  • $0 Line Items
  • Free Returns When Using Amazon Business
  • Grainger PunchOut
  • Discount High Performance Laptops Available


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: BearBuy 20.3 Upgrade Release
The BearBuy 20.3 Upgrade will be released on November 9, 2020!

This release will include major improvements to the Document Search Functionality (Elastic Search) with improved filters and the ability to modify and pin column search filters in place.

Please review the Elastic Search training guide prior to November 9th: https://supplychain.berkeley.edu/sites/default/files/elastic_search_revised_je_10-19-20.pdf
Cost Savings Tip: Recurring Purchases
During this unprecedented time and with most faculty and staff working remotely, we kindly suggest that departments review their underutilized services and recurring purchases such as printer leases and beverage deliveries (bottled water and coffee) and consider cancelling these agreements. Your buyers and regional services teams can assist you with cancellations.


Please be advised that you may be subject to cancellation/termination fees.
$0 Line Items
BearBuy has been modified to stop submissions of $0 line items in alignment with the BFS system.
Free Returns When Using Amazon Business
To take advantage of free returns, a shipping address must be listed in your Amazon Business profile. Check your Amazon Business profiles by clicking on Your Name | Your Account | Your Addresses.
Also, please make sure your Amazon Business order is fulfilled by Amazon instead of a third party business. Although third parties may be cheaper, they might not offer free returns. Amazon Business offers free returns for items up to 100 lbs.
Grainger PunchOut
Live Price functionality for most Grainger part numbers is currently unavailable. Please use the Grainger PunchOut for pricing if results do not appear via the top search bar and note that Grainger's development team does not have a scheduled date for the patch at the moment.
Discount High Performance Laptops Available
Departments/Units can now order the Lenovo ThinkPad E495 14" Notebook laptops that:
  • Can be loaded with the Berkeley Image
  • Are now available in large quantity
  • Suitable for refreshing an entire department or equipping staff with needed tech for home office use.

Offering responsive performance to get things done fast, this notebook is equipped with an AMD Ryzen 7 3700U processor and AMD Radeon RX Vega 10 graphics card. With a 16 GB RAM, this computer handles data-intensive programs with ease. It comes with 512 GB of storage capacity for files and work documents. It includes a TPM chip to encrypt sensitive data and runs the Windows 10 Pro OS.

Order now for a laptop that offers intelligent processing, optimum durability, and a 4-year Premier Support Service Plan with Lenovo.  

Please visit IT Client Services Provisioning or click on the IT Client Services tile on the BearBuy homepage to order laptops.

 
MSRP: $1,100
Offered: $871
Stay Informed
Please stay informed with Return to Campus news at: https://coronavirus.berkeley.edu/


More information for COVID-19 related Supply Chain operations can be found at: https://supplychain.berkeley.edu/supply-chain-responses-covid-19 

IMPORTANT: Any Suppliers and Contractors who are going on campus must fill out the University's Daily Symptom Screener (located on the SCM COVID-19 page) prior to arrival. They will receive an email to certify that they are now able to go on campus and will need to show campus security this email upon their arrival.

For details, please see the UC Berkeley's COVID-19 Health and Safety Guide for Returning to the Workplace for Contractors starting on page 10 of the COVID-19 Training and Guidelines for Contractors located under the COVID-19 Workplace Planning section on the EH&S COVID-19 page: https://ehs.berkeley.edu/covid-19.  
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 Subaward: Put line 1 COA at the header and then edit each line with their own unique COA. 

For any questions on how to split a COA, please contact your regional group: 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 attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!