March 17, 2023

Supply Chain Management News

March 2023

Dear Campus Community,

  

Supply Chain Management (SCM) would like to inform you of important updates and events. 


This month's features:  

  • Coming Soon! BearBUY 23.1 Upgrade Release
  • AmeriSourceBergen Corp cXML Invoices
  • VWR Stanley Stockroom
  • Avoid using Special Characters when Adding Line Item Information to Forms
  • Accounts Payable Training Session - April 11, 2023
  • REMINDER: Change Requests in BearBUY!
  • REMINDER: General Accounting Changes in June 2023
  • REMINDER: Name Change for Moses Hall



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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Coming Soon! BearBUY 23.1 Upgrade Release

The 23.1 upgrade release in BearBUY will go live this Monday, March 20, 2023. 


At the request of campus users, this upgrade includes a change to the Service and Non-Tangible items form to lock the quantity field to ‘1’.  This is to ensure that service orders are treated as amount based orders for approvals and invoice matching. 


Please be advised that any new orders will not be able to be modified to increase the order quantity. Change Request forms for services that use this form require users to increase or decrease the amount field. Note that no order can be decreased below the invoiced amount.

 

ATTENTION: Due to this upgrade release, BearBUY will be unavailable on Friday, March 17th at 6pm ~ Sunday, March 19th at 12pm. Please complete all BearBUY requests PRIOR to this outage.

AmeriSourceBergen Corp cXML Invoices

Effective Monday, March 13, 2023, AmeriSourceBergen Corp will use cXML invoices.

VWR Stanley Stockroom

Effective Monday, March 27, 2023, the Stanley Stockroom managed by VWR/Avantor will have a punchout catalog to allow users to see real time stock availability.

Avoid using Special Characters when

Adding Line Item Information to Forms

Please be sure to avoid using special characters or symbols when filling out line item information on forms in BearBUY. Special characters include symbols, arrows, superscript marks and graphic design marks.  See items in parentheses for an incomplete list of examples (→◻𝄬™🅪ꟹꟹ).  Standard punctuation marks (.,’!?) are allowed.  


If you copy and paste information from a website onto a line on your form, please right-click and select paste as plain text or press Ctrl+Shift+V on your keyboard to avoid pasting special characters that may cause your PO to error out.

Accounts Payable Training Session - April 11, 2023

A new session will be held on Tuesday, April 11 at 10:00 am where we'll continue the discussion we started at the last session on the Supplier Onboarding process, and we'll provide a session on how departments can arrange travel for visitors or guests to campus (air, hotel ground transportation and more) without any need for reimbursement of expenses.  We'll also discuss some updates that have been made to the Purchasing and Payment Matrix. If time allows, there will be a question-and-answer opportunity for any Accounts Payable-related processes. Information about the training sessions will be posted to the Accounts Payable Training Sessions webpage.

REMINDER: Change Requests in BearBUY!

Do you have a purchase order(s) that needs to be edited? As a shopper in BearBUY, please use  the Change Request feature for all allowable types of change orders instead of using the comments tab. 


Please see the Change Requests - Submitted by Shoppers section on the Change Requests vs PO Direct Revisions website for a list of allowable changes that shoppers can conduct and submit for approval using change requests. Requests for all other change orders that are NOT listed in the Change Requests - Submitted by Shoppers section must be directed to your BRS Purchasing Team or Buyer.


To fully understand the shopping and change request processes, it is highly recommended to take the following ESSENTIAL eCourses: BearBUY 1.0: Basics for Shoppers AND BearBUY 2.0: Intermediate for Shoppers PRIOR to taking the BearBUY: Purchase Order Changes eCourse.

REMINDER: General Accounting Changes in June 2023

Effective June 2023, Function Code 76 - Auxiliary Enterprises can only be used with auxiliary funds.


If you are currently using FC76 with a non-auxiliary fund please update your POs in BearBUY. 


Please reach out to the Financial Accounting and Controls team at gao@berkeley.edu with any questions.

REMINDER: Name Change for Moses Hall

Per the University’s announcement to unname Moses Hall, addresses in BearBUY will be changed accordingly from “Moses Hall” to “Philosophy Hall” effective Monday, February 27, 2023, until a new name is approved.


Note: When searching for an address in BearBUY, you MUST search by building name, NOT by Ship-To address code.

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