March 18, 2022
Supply Chain Management News
March 2022
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • BearBUY: 22.1 Upgrade Release Coming This Monday!
  • NEW! Updates to Services & Non-Tangible Items Form
  • Neta Scientific: Preferred Small Business Supplier for Agilent
  • Small, Local, and Diverse Business Partner: Stygian
  • Quick Heads Up! Workflow Routing Changes
  • Rainin Pipette Calibration Service Clinics

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 22.1 Upgrade Release Coming This Monday!
The 22.1 upgrade release in BearBUY will go live on March 21, 2022.

Visual and functional changes of this release include:
  • Newly Revised Services & Non-Tangible Items Form
  • Substitute Approval Reporting
  • Contract Spend Reporting Enhancements

Check out the following link for release notes and screenshots of changes: https://supplychain.berkeley.edu/sites/default/files/bb22.1newfeatures-03182022.pdf

IMPORTANT: Due to the upgrade release, BearBUY has a scheduled system downtime Friday, March 18th at 6pm to Sunday, March 20th at 12pm.
NEW! Updates to Services & Non-Tangible Items Form
After receiving valuable feedback on updating the Services & Non-Tangible Items form in BearBUY, we are pleased to announce the form has been revised and will go-live this Monday, March 20, 2022!

Some of the updates to the Non-Catalog Items form include:
  • Reworded and rearranged sections to make the form easier to read and complete required fields.
  • Less required questions/fields to answer.
  • Pricing/Source Justification section shortened.

Helpful Hints:
  • Please be sure to pay close attention to the instructions/questions and respond carefully since required fields are not defaulted to a specific answer.
  • If a contract is selected on your form or your total purchase is less than $10,000, you may proceed with checking out your form and submitting your order.
  • Do not forget to attach any applicable supporting documents.

Check out the revised instructions for using the Services & Non-Tangible Items form:

Revised instructions for using the the Services & Non-Tangible Items form for purchasing software and cloud services: https://supplychain.berkeley.edu/sites/default/files/using_the_services_and_non-tangible_items_form_for_software_and_cloud_in_bearbuy-03182022.pdf
Neta Scientific: Preferred Small Business Supplier for Agilent
Neta Scientific and Agilent Technologies have partnered to provide most of Agilent's product line through Neta Scientific with the same low costs and delivery times as going direct. Purchasing from Neta will support contract and grant requirements to purchase from small businesses. Agilent's Seahorse line will remain available from Agilent's new and smaller direct catalog.
Small, Local, and Diverse Business Partner: Stygian
Stygian is part of our Small Business First program and is powered by Grainger! 
 
Stygian’s partnership with Grainger provides local warehouses and inventory so you will shop in the same Grainger catalog environment and receive the same Grainger service and pricing. Stygian provides an easy and familiar solution for Small Business in BearBUY! 
 
The Stygian team will be making campus visits in January to meet with BearBUY users and joint visits with the Grainger team to make introductions. You can also reach out to JD Stewart or Andrew Guzzon at Stygian if you have any questions or would like a quote on products. They can be reached at jd@stygianhc.com or andrew@stygianhc.com.  
 
Please visit the Stygian tile under the Facility Supplies section in BearBUY to start shopping.
Quick Heads Up! Workflow Routing Changes
  • As a reminder, Campus Affiliates (i.e. WOMENS FACULTY CLUB, INTERNATIONAL HOUSE, THE BERKELEY FACULTY ASSOCIATION, etc.) must be paid using the Payment Request form. 
  • IMPORTANT: Do not use a different form (After-the-Fact, Amount Only, Non-Catalog Items, Services and Non-Tangible Items) since workflow rules have been updated to automatically reject orders from these suppliers on the incorrect form type.

  • The Amazon Business catalog does not have contracted price rates or a competitively bid contract. Amazon Business orders will be treated similarly to other non-contracted orders equal to or greater than $10,000 and will automatically route to a Buyer for review. During the review, Buyers may work with users to approve an alternative source that meets a customer’s needs.
Rainin Pipette Calibration Service Clinics
Did you know? You can order pipette calibration services for all pipette brands on BearBUY by selecting the Rainin punchout catalog. This process generates purchase orders for improved billing and also reserves space in the upcoming monthly pipette calibration clinic.

Please sign up three days prior to the event to allow for PO processing.

Check out the following link to view the schedule of upcoming clinics: https://supplychain.berkeley.edu/bearbuy-rainin-pipette-calibration-service-clinics
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