Supply Chain Management News
June 2019
Dear Campus Community,
  
Supply Chain Management 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:  
 
  • BearBuy After UCPath
  • Chartfield 1 And Chartfield 2 Approvers
  • New Catalog Available - Consolidated Electrical Distributions
  • Procurement Tips
  • New Shopper Information

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
BearBuy After UCPath
  • As a reminder, all employees had their employee ID numbers converted during the UCPath migration. As a result, BearBuy converted employee ID to their new UCPath ID.
  • Copying Shopping Carts Tip: Copying a cart from BearBuy before the UCPath conversion will pick up the pre-UCPath employee ID number for Additional Authorizers or BluCard holders. This will result in the cart failing at the workflow approval process to create a purchase order. If you use the copy cart feature in BearBuy, please remove additional Authorizers or BluCard holder names from the cart. You can search for the employee by name to add that person back onto the shopping cart with their new UCPath ID number. 
Chartfield 1 And Chartfield 2 Approvers
Approver lists are maintained in BFS under the CF1 and CF2 tables. Please have your chartfield administrator or profile management staff update those table to change, remove, or add new approvers. If a person is no longer available as an approver, your shopping cart will be stuck in the BearBuy approval workflow. Create a ticket in Service Now to resolve the immediate problem on the shopping cart but please do not stop at this step. You will need your department's financial fund managers or profile managers to update the fund table to prevent future shopping carts from getting stuck in the approval queues.
New Catalog Available - Consolidated Electrical Distributions
Supply Chain Management is excited to announce that the following catalog is now live on BearBuy:

Consolidated Electrical Distributor’s (CED) hosted catalog for their lighting, electrical, and maintenance supplies went live on BearBuy on 4/30.
Procurement Tips
Splitting COA At Header Level Vs. Line Level
Splitting COA at the Header level will apply the spit to all lines on the PO. 
Spltting 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.

Who is my department's assigned Buyer?
If you are unsure of where to start with your purchasing transaction, Contact your Buyer for assistance by using your Org Node and department name to find your assigned Buyer in this  matrix .
 
Order Status
If you need help finding out the status of your order in Bear Buy, you can reference the SCM website for guidance on how to look up the   status of your orde r .  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 provide the requisition number in your email and contact   your assigned Buyer .
 
SCM service level turn around 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 can cause delays.
New Shopper Information
Below are links to the BearBuy website, instructional aids, training courses and how to create Service Now tickets for BearBuy related issues. You can also find information on the left side bar of the BearBuy home page.

This link will direct you to the BearBuy Homepage. Take note of the main image because this is a high level view of a BearBuy transaction workflow. Additionally, the BearBuy Website is a hub for numerous links such as the   Roles & Responsibilities   tab that defines the various types BearBuy Users.

This link contains numerous BearBuy training materials. Feel free to click on the various videos and guides as you explore the intricacies of BearBuy.

Whether you are an experienced BearBuy shopper or new shopper, it is always great to have a face-to-face training with a designated BearBuy trainer. Review the list of dates for the "Basics for Shoppers training" and choose a date that fits your schedule. We look forward to meeting you and answering your questions.

If you have any problems or issues related to BearBuy you can contact the help desk and submit a Service Now ticket.

Links:
https://supplychain.berkeley.edu/campus/bearbuy
https://supplychain.berkeley.edu/campus/bearbuy/roles-responsibilities
https://supplychain.berkeley.edu/campus/bearbuy/instructional-resources
https://supplychain.berkeley.edu/campus/bearbuy/training-courses
https://supplychain.berkeley.edu/campus/bearbuy/bearbuy-help-desk