August 17, 2021
Supply Chain Management News
August 17, 2021
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • NEW! Non-Catalog Items Form and Services and Non-Tangible Items Request Form
  • NEW! Instructions for the Subaward for Non-UC Recipients Form
  • BearBUY Contract and Enablement Updates!

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
NEW! Non-Catalog Items Form
and Services and Non-Tangible Items Form
SCM is pleased to announce that there will be new Non-Catalog and Services Request forms in BearBUY effective Monday, August 23, 2021. Please note that the old forms will be removed that day since they have been revised and renamed as the Non-Catalog Items form and Services and Non-Tangible Items form.

Why the changes? To provide guided buying instructions and address data privacy concerns!

  • These revised forms will provide guided buying experiences for purchasing from non-contracted suppliers in which 80% of the time, departments will only fill out the top section of the new form.
  • The price justification sections only apply to orders over $10,000.00.

Can I still use the old forms or copy an old order into a new shopping cart? No. The system will auto-reject any old non-catalog or service order forms effective Wednesday, September 1, 2021.

What if I favorited the old forms? Please update your favorites to use the new forms so that you do not use the old forms and get auto-rejected by accident.

For assistance with filling out these forms, please see the following instructions:
NEW! Instructions for the
Subaward for Non-UC Recipients Form
The instructions for the Subaward for Non-UC Recipients form have been updated to clarify how to correctly allocate overhead charges.



BEST PRACTICE:
  • Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
  • Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.

Please check out these new instructions to ensure that you do not over allocate overhead expenses to subawards:

BearBUY Contract and Enablement Updates!
  • New contracts and content are now live in BearBUY for Fisher, VWR, and Global Life Sciences Solutions (Cytiva) as of August 16, 2021.
  • New supplier enablement for Vector Laboratories is also live as of August 16, 2021.
  • Thomas and Genesee will be transitioning to new contracts and content by the end of September.
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 Subawards
  • Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
  • Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.

For any questions on how to split a COA, please contact your regional purchasing team: 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 take the BearBUY: Basics for Shoppers training if you haven't already.

To take this ESSENTIAL training, please click on this course #: BEESS950-Online