April 25, 2022
Supply Chain Management News
April 2022
Dear Campus Community,
  
Supply Chain Management (SCM) would like to inform you of important updates and events. 

This month's features:  
  • BearBUY/BFS Spring Upgrade Release, May 26th - 31st
  • Business Unit in BearBUY
  • Students and Employees as Vendors removed from BearBUY
  • Small Businesses First: Amazon and Compu-Vision
  • Just a Heads Up! Office Depot Name Change
  • Zero Waste Environmentally Preferred Products Roadshow this Wednesday, April 27th!
  • Supply Chain Deadlines for FY 2022
  • UC Berkeley Employee Perks

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/BFS Spring Upgrade Release, May 26th - 31st
As the Controller’s Office announced on January 13th, UCOP and all campuses are moving to a new Common Chart of Accounts that is standardized across the UC system. 

In order to align with the new standard, UC Berkeley will be implementing updates to the Berkeley Financial System and BearBUY in a Spring Release that affect the Chart of Accounts. BearBUY has scheduled downtime from Thursday, May 26th at 6:00 PM and will resume normal business operations on Tuesday, May 31st at 8:00 AM. BFS will have a similar scheduled downtime.

During the spring release, there will be two changes visible to BearBUY users:

New Business Unit field in BearBUY
In alignment with the Chart of Accounts updates coming this May, a new required field for Business Unit will be added to BearBUY. In order to minimize the impact to the campus, the Berkeley (10000) business unit will default to all user profiles. Departments that use the UC Business Unit (J0000) will need to select that unit for all transactions. 

Please stay tuned for more important information and details to be announced by Finance and Supply Chain!

Students and Employees as Vendors removed from BearBUY
During this spring release, additional updates will be made to BearBUY and BFS to support streamlining financial operations. One of the changes associated with this update is that we will remove students and employees as suppliers in BearBUY. Reimbursements to students and employees should be processed through the reimbursement system. Other payments to employees should go through the Student Information System (SIS) or UCPath (financial aid or employee compensation). 

BearBUY is intended for the purchase of goods and services. In the exceptional cases when Berkeley purchases from an employee or student, that department must seek a Conflict of Interest exemption and require the student or employee to go through the supplier onboarding process prior to creating a purchase order. This change is scheduled to be implemented by Tuesday, May 31st. If you have any questions about this change, you can reach out to supplychain@berkeley.edu or vcfinance@berkeley.edu.
Small Businesses First: Amazon and Compu-Vision
Amazon
Have you used the filters when shopping in the Amazon Business punchout catalog? To better your search and shopping experience in the Amazon Business punchout, try using the search filters located on the left hand side of your screen! Upon searching for products in Amazon, you will see results that are Organization preferred.
You can also use the Amazon Business Ownership & Diversity Seller Certifications filter to make purchases in support of Small Businesses.
Compu-Vision
Interested in consulting services? Compu-Vision is a certified Small Business Enterprise and Minority/Women-Owned Business Enterprise.

To learn more about this supplier, please see Compu-Vision’s flyer.
Just a Heads Up! Office Depot Name Change
Office Depot will be changing their legal name to ODP Business Solutions LLC, effective 05/01/2022.
Zero Waste Environmentally Preferred Products Roadshow this Wednesday, April 27th!
A Zero Waste Environmentally Preferred Products Roadshow will be held this Wednesday April 27th, from 10:00 AM to 2:00 PM at the Li Ka Shing Center! 

For more details on this upcoming event, please see this event’s flyer
Supply Chain Deadlines for FY 2022
Purchase Orders (POs) over $100,000 are due to BRS by 05/06/2022 and POs over $10,000 (but less than $100,000) are due to BRS by 05/20/2022.

Correctly completed BearBUY requisitions under $10,000 will be processed based on departmental approvers’ availability.
UC Berkeley Employee Perks
People & Culture and University Business Partnerships & Services are proud to offer Employee Perks providing Berkeley employees access to real-time special offers and discounted pricing on services and products from campus sponsors like Columbia Sportswear, Peet’s Coffee, BAMPFA, Bank of the West and more. In addition to providing our employees special perks, these partnerships raise vital revenue and help support employee-focused services and programs for the campus community.
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