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July 24, 2018 - In This Issue:
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NEW BEARBUY ONE WORKPLACE PUNCH-OUT CATALOG TRANSITION
On August 1, Supply Chain Management will launch a new One Workplace (OWP) punch-out catalog and decommission the current catalog. We have some important information to share in preparation for the transition to the new catalog platform:
- The existing OWP punch-out catalog will be unavailable for ordering due to upgrade maintenance from Sunday, July 29, through Tuesday, July 31
- The new OWP punch-out catalog platform will go live August 1
- All pending OWP punch-out requisitions must be approved in BearBuy by Friday, July 27, at noon
- All published quotes in the existing punch-out will be unpublished as of Friday, July 27, and republished in the new punch-out platform if not retrieved and requisitions processed and approved by Friday, July 27, at noon
- Any draft carts for One Workplace punch-out orders that are not submitted as Requisitions and approved by Friday, July 27, need to be deleted and recreated once the new punch-out platform is available
Details about the improved OWP catalog will be sent out in a separate notice.
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BEARBUY
BearBuy Scheduled Maintenance
BearBuy will be unavailable
Friday, July 27, at 6 p.m. through Sunday, July 29
, at 9 a.m. to upgrade from release version 18.1 to 18.2. To avoid delays, please complete all BearBuy requests prior to the system maintenance. BearBuy will be available on
Monday, July 30
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BEARBUY
BearBuy 18.2 Enhancements Coming July 30
The highlights of this release are:
- New Quick Search Functionality
- Document Search Results and My Approvals Worklist Update
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BEARBUY OFFICE HOURS
In-Person BearBuy Support Office Hours
Come to the next BearBuy Office Hours to get your BearBuy questions answered in person.
The next three BearBuy Office Hours will be held on:
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Tomorrow, July 25, from 9 a.m. to noon at Parnassus, Campus Library, Room 210
- August 14 from 1 p.m. to 4 p.m. at Mission Bay, Genentech Hall, Room S204
- August 30 from 1 p.m. to 4 p.m. at Parnassus, Campus Library, Room 220
Supply Chain Management representatives will be available at these locations to answer BearBuy questions such as:
- Navigating BearBuy
- Shopping using catalogs and forms
- Submitting or approving orders
- Managing purchase order changes
- Searching for BearBuy documents
- Ways to optimize and streamline your BearBuy purchases
- Managing your BearBuy settings and email alerts
We are here to help, so please come visit us with your BearBuy questions. No appointment is needed. The event is first come, first served.
Supply Chain Management can answer many BearBuy questions. However, if you have payment related questions, please contact the Controller's Office directly at
COSolutionCenter@ucsf.edu
.
BearBuy Office Hours Gift-Card Drawing Winner
Congratulations to
Judy Louie
for winning the BearBuy Office Hours gift-card drawing! Thank you to everyone who attended the BearBuy Office Hours this year to ask a question. If you have a BearBuy question, please come to an upcoming monthly BearBuy Office Hours.
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DEPARTMENT NEWS
Accounts Payable Moving to Supply Chain Management
UCSF Finance will create a single organization covering the procure-to-pay process by moving the Accounts Payable unit (including Travel and Entertainment) from the Controller's Office to Supply Chain Management. This move is part of a larger effort to improve service for both our customers and suppliers, and to increase the efficiency of our supply chain. We anticipate completing this transition in August 2018.
Look for updates on this change in future editions of the Supply Chain Management newsletter.
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BEARBUY
ATG Punch-Out - New Supplier Diversity Promotion for Small and Diverse Businesses
In an effort to promote Supplier Diversity at UCSF, Supply Chain management has added
DIVERSE
icons and a filter in the America To Go punch-out catalog in BearBuy.
As of July 2018:
- Click the Verified Diverse Supplier tile. See details about UCSF's Supplier Diversity Program and learn about the changes in the punch-out to identify small and diverse businesses.
- Use the DIVERSE filter. Locate caterers with a Verified Diverse Supplier designation.
- View caterer information. See new diverse icons used to flag caterers.
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BEARBUY
New Patterson Dental Supply Inc. Hosted Catalog
We are excited to announce that a
Patterson Dental Supply Inc. hosted catalog is now available in BearBuy
. Patterson Dental has over 100,000 dental products, all dental equipment, and technology including digital scanners and digital imaging systems. The catalog offers real-time inventory availability with the University's contracted discounts.
Please contact Ann Milligan, your Patterson Dental Representative, at (650) 235-5563 if you have any questions or additional needs.
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BEARBUY TIPS
Q:
I have a quote from a supplier for a purchase. Can I wait until I have the invoice before I submit my requisition in BearBuy?
A:
No, please submit your requisition so that the purchase order (PO) will be in place before the supplier provides the goods/services to your department. The PO tells the supplier what you want to order, the pricing for the purchase, and contains the UC Terms and Conditions
of purchase. POs ensure proper policy and insurance compliance, authorization and financial controls.
If you wait until after the goods/services are provided by the supplier (i.e., make a purchase without a PO), that purchase is considered unauthorized. You will have to submit the invoice for payment using the
After-the-Fact PO form
, which requires additional paperwork, approvals, and are tracked. After The Fact POs should be reserved for emergency type purchases, not used as part of your department's usual business process.
Q: I am ordering goods/services from a supplier, but the total might change before the job is complete. Can the total on my requisition/purchase order (PO) be an estimate?
A:
Yes. The PO does not have to be exact, but the PO amount should be a reasonable estimate. Obtain a quote from the supplier as supporting documentation for pricing and the scope of the work to be performed. If you need to revise the PO later, you can submit a
Change Order Request form
in BearBuy.
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