April 19, 2021
Supply Chain Management News
April 19, 2021
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • Save the Dates:
  • Fisher Scientific Western Region Virtual Showcase
  • Gorilla Marketing Virtual Showcase
  • New and Improved Catalogs in BearBuy
  • UC Purchasing Terms and Conditions

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
Save the Dates!
Please save the dates and register for the following virtual showcases that are scheduled in May:
Fisher Scientific Western Regional Virtual Showcase
New and Improved Catalogs in BearBuy
SCM is pleased to announce new and improved catalogs for the following suppliers:
Steelcase/One Workplace Primary preferred supplier for furniture
AVI-SPL
Audio video technologies and services
Workspace Facilities by Office Depot Janitorial/Sanitation
UC Purchasing Terms and Conditions
Effective April 5, 2021, there is a new version of the UC Terms & Conditions (T&Cs) which are now posted on the UC Procurement public website: https://www.ucop.edu/procurement-services/policies-forms/index.html.

These terms have been automatically updated in BearBuy and are included on every Purchase Order that is sent to a supplier via email or fax. All orders placed with Catalog and Contracted Suppliers are subject to the terms of their current contracts.
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!