February 22, 2021
Supply Chain Management News
February 22, 2021
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • Coming Soon:
  • BearBuy 21.1 Upgrade Release
  • Small Business First Program
  • Have a Supplier/Contractor Scheduled to Perform Services on Campus?

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
Coming Soon...
BearBuy 21.1 Upgrade Release
Effective The BearBuy 21.1 Upgrade will be released on Monday, April 12, 2021.

If you have not used the New Shopping Experience already, we highly encourage you to turn it on and give it a try since it will become mandatory in a future upgrade release expected later in the year.

Instructions on how to turn on the New Shopping Experience and provide Jaggaer with any Feedback can be found here:

Small Business First Program
SCM is pleased to announce that implementation of a new Small Business First Program coming Spring 2021!

This program is committed to providing contracting and procurement opportunities for Certified Small Businesses.

Some benefits of this program include:
  • Being an informal solicitation process that requires only one (1) quote for purchases below $100,000 and only two (2) quotes for procurements above $100,000 as well as a simplified procurement process for all non-construction/non-federally funded UC contracts and procurements between $10,000 to $250,000 that cannot be procured using an existing agreement or catalog.
  • Ability to attach two (2) quotes from Certified Small Businesses which would waive the Source Justification.

More details and information can be found at the website below:

Please note that in light of this upcoming program, continued use of catalogs and contracted suppliers in BearBuy are encouraged regardless of Small Business/Disabled Veteran Business Enterprise certification status.

For assistance with these procurements, please contact your department buyer: https://supplychain.berkeley.edu/procurement/find-your-buyer
Have a Supplier/Contractor Scheduled to
Perform Services on Campus?
Please ensure that all Suppliers and Contractors who are performing services on Campus adhere to the following:


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 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.
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 attend an in person training session with a designated BearBuy trainer. If you are interested in attending a BearBuy “Basics for Shoppers Training”, please click the training courses link above to sign up for our next class. We look forward to your attendance and being of assistance to better serve you!