Supply Chain Management News
October 2021
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Dear Campus Community,
Supply Chain Management (SCM) would like to inform you of important updates and events.
This month's features:
- BearBUY 21.3 Upgrade Release Coming Soon!
- NEW! Need assistance with Buying Software and Cloud Computing Services?
- Reimbursements for Non-Travel & Entertainment Reminder
- WFHGENERIC Reminder
- Support Small Businesses: Neta Scientific and Thomas Scientific
- Changes to Process to Submit Supplier Updates Coming Soon!
If you have any questions, please contact the BearBUY Help Desk at
Thank you for your continued support,
Supply Chain Management
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BearBUY 21.3 Upgrade Release Coming Soon! |
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The 21.3 upgrade release in BearBUY will go live on November 15, 2021. This release is expected to have minimal impact to campus users. Visual and Functional changes may include:
- Additional filter criteria for reporting dashboards
- Revised instructions on forms such as Payment Request, Service Order, Non-Catalog Item
- Improvements to Approval Search Functionality
Release notes and any revised job aids will be sent to the BearBUY community on Friday, November 12th.
Please be aware that BearBUY has scheduled system downtime on Friday, November 12th at 6pm to Sunday, November 14th at 12pm.
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NEW! Need Assistance with Buying Software
and Cloud Computing Services?
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Reimbursements for Non-Travel & Entertainment Reminder |
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In case you are not already aware, reimbursements for non-travel and entertainment should be submitted through the Reimbursement system instead of using the Payment Request form in BearBUY.
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Please do not use it for any of the following:
- Service Orders
- Online Services
- Shipping items to non-UC employees, collaboration partners, or other third-party entities
If you have accidentally and incorrectly selected WFHGENERIC as a ship-to code or you are approving an order with this misuse, please do not overwrite the address with a campus address. Instead, use the address search function and select the correct ship-to code for your building and room number. If you cannot find the correct building and room, please request a new Ship-To ID from bearbuyhelp@berkeley.edu.
IMPORTANT: WFHGENERIC shipping option is under continuing periodic audit for compliance. Widespread misuse may result in the cancelation of the WFHGENERIC shipping option for Berkeley's remote employees.
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Support Small Businesses: Neta Scientific and Thomas Scientific |
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Agilent, Neta Scientific, and UC Procurement have joined together to provide a partnership to support UC research. Please utilize Neta Scientific's BearBUY catalog first for Agile products and solutions for the best pricing, delivery, and to help support our Small Business goals.
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New sale pricing has been loaded into the UC Systemwide Thomas Scientific hosted catalog!
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Changes to Process to Submit Supplier Updates Coming Soon! |
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As part of the Accounts Payable work to make the processes around suppliers more simple and efficient, the team will be making some changes to the way suppliers submit updates to their vendor profile information, including payment instructions.
There will be two new DocuSign forms to submit - one for foreign suppliers and one for U.S. domestic suppliers. The forms are scheduled to be released in October. Suppliers will be able to access the forms from links on the Accounts Payable webpage. Once submitted, the form will route automatically to the Accounts Payable Vendor Desk for processing.
These forms will replace the current Substitute W-9 and Supplier Information Form, the Foreign Bank Authorization (wire transfer) Form and the Electronic Funds Transfer (EFT) Authorization Form that are currently submitted by fax or email.
More details will be announced soon. This does not impact the process through the Supplier Onboarding Portal to register a new supplier.
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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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