June 21, 2021

Supply Chain Management News June 21, 2021

Dear Campus Community,    Supply Chain Management (SCM) would like to inform you of important updates and events.  This month's features:   New Shopping Experience to Become Mandatory on July 26, 2021 Coming Soon! BearBuy: Basics for Shoppers Training in UC Learning Center NEW! Delivery to Campus Amazon Hub Locker Available Face Coverings and Hand Sanitizer at EH&S Open Buildings and Receiving Locations BearBuy Simplication, Retiring Select Forms on July 22, 2021 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

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New Shopping Experience to Become Mandatory on July 26, 2021

Effective July 26, 2021, the new shopping experience will become mandatory in BearBuy when the 21.2 upgrade is to be released. This new shopping experience has been the default user experience since April 21, 2021. Users who have toggled back to use the classic experience are highly encouraged to toggle to the new shopping experience since the toggle feature will be disabled by the software provider in the next upgrade release.

Coming Soon! BearBuy: Basics for Shoppers Training in UC Learning Center

SCM is pleased to announce that the BearBuy: Basics for Shoppers training will soon be available in the UC Learning Center! New users and existing BearBuy users will be able to take this eCourse (based on the New Shopping Experience) online and at their convenience! Please stay tuned for the official release date that is expected to be in July!

NEW! Delivery to Campus Amazon Hub Locker

For those of you who wish to have your Amazon Business orders delivered to campus, you are now able to use the Amazon Hub Locker located at the MLK Student Union as your shipping address! Please see these instructions for assistance: https://supplychain.berkeley.edu/sites/default/files/using_amazon_business_hub_locker_as_a_ship-to_address_in_bearbuy.pdf

Available Face Coverings and Hand Sanitizer at EH&S

Welcome back Bears! The Office of Environment, Health, & Safety (EH&S) has face coverings and hand sanitizer at no charge for employees, students, and campus visitors. Please email PPE@berkeley.edu with your department needs and they will provide you with more information about their inventory levels. This is limited to on-hand inventory.  For special requests of specific items not in stock at EH&S, please place orders through BearBuy or contact your Regional Services team for assistance.

Open Buildings and Receiving Locations

As campus reopens in July, please note that not every building will be open. Please contact your Building Manager to inquire about your building's status and delivery options once campus officially opens on July 12, 2021.

BearBuy Simplication, Retiring Select Forms on July 26, 2021

Effective Monday, July 26, 2021, the following forms will be sunsetted (retired) in BearBuy: Camus Shared Services (CSS): This form is not compliant with data security standards. Please visit reimburse.berkeley.edu for secure reimbursement requests or contact your Regional Services office directly. Amount Only: Use the Services Form for recurring services and software or the Non-Catalog Form for tangible goods.

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.

BearBuy Homepage Job Aids Training Courses Roles & Responsibilities Help Desk

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!