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Supply Chain Management News
December 2023
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Dear Campus Community,
Supply Chain Management (SCM) would like to inform you of important updates and events.
This month's features:
- NEW! Requisitions will be returned to submitter for missing Org Node
- Bears that Buy Open Office Hours: Here to Make Purchasing BEARable
- Coming Soon: Supplier Expo 2024 - Welcome to Bear(BUY) Territory
- Winter Break and Curtailment
- REMINDER: Mail Services and Inbound Packages
- REMINDER: Copy Cart: Risks and How to Reduce the Errors
- REMINDER: Rainin Service Clinic Dates for 2024
- BearBUY Guided Dashboard Landing Page
- Change Requests vs PO Direct Revisions (BRS/Buyers)
- Looking for Temporary Staffing and Independent Contractors? Give Upwork a Try!
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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Requisitions will be
returned to Submitter
for Missing Org Node
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Starting today, Monday, December 18, 2023, requisitions that are missing the required Org Node for the Change Order Approver section will be returned to the submitter.
Please see the Job-Aid on how to add the missing Org Node.
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Bears that Buy Open Office Hours:
Here to Make Purchasing BEARable
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Please join us at our next remote office hour tomorrow, Tuesday, December 19, 2023, from 10:00 a.m. - 10:50 a.m.
As a reminder, representatives from SCM will be on hand to listen to your questions and provide information about purchasing at Berkeley. This will be held every 3rd Tuesday of the month from 10:00 a.m. to 10:50 a.m.
Instructions and Zoom URL:
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Supplier Expo 2024
Welcome to
Bear(BUY) Territory
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Supply Chain Management will host the Supplier Expo 2024 - Welcome to Bear(BUY) Territory on Wednesday, April 17, 2024, from 10:00 .am. - 2:00 p.m., at the Pauley Ballroom in the MLK Student Union. Look out for exciting news about attending suppliers, campus departments, breakout sessions, and registration information starting in January 2024. | |
Winter Break and Curtailment | |
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Business Services (BearBUY, Procurement, Business Contracts & Brand Protection, Property Management, and Library Bindery) will observe the winter curtailment/holiday break beginning at noon, 12/22/2023 and returning to the office on 01/03/2024.
During the curtailment period, self-service tools such as BearBUY, BETS, and BCMS will be available for use although approvals will be impacted by staff availability.
Catalog orders that meet auto-approval thresholds will continue to dispatch normally in BearBUY. Orders requiring additional approval levels may be delayed based on departmental staffing levels across campus.
Emergency Life-Safety acquisitions and automatic approvals (such as catalog orders under $1,000.00) will continue to be processed over the curtailment periods.
If you have an emergency during this time, please email your assigned buyer and copy supplychain@berkeley.edu with the subject line "Emergency Acquisition" and be sure to include a description of the business need as well as a PO or Requisition Number. A buyer will contact you as soon as possible during regular business hours.
As a reminder: Only those emergencies necessary to protect the life-safety of the campus community will be processed. Departments must plan to obtain sufficient safety stock to maintain research continuity.
Please report any service issues or unscheduled downtime to bearbuyhelp@berkeley.edu. When checking Service Levels, please note a delay in turnaround time due to limited staffing.
For emergencies related to Moving Services and Property Management, please contact Eric Anglim, Director, 510-409-0044, eanglim@berkeley.edu; include a description of the emergency and return contact information.
Source: https://supplychain.berkeley.edu/news/scm-winter-curtailment-2023
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REMINDER: Mail Services and Inbound Packages | |
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As a reminder to campus, Mail Services located at 2000 Carleton Street (CARLE00255) is NOT a central receiving address or warehouse for packages and purchase orders. Mail Services handles postal mail (letters) only. They are not staffed to cross-ship packages to departments and packages sent to them by delivery services outside of the USPS are unattended. For your convenience, Supply Chain maintains a contact list of the Berkeley Receiving Locations that can receive packages for some departments. Please note that this list does not include all building locations as most departments and buildings operate with a desktop delivery model. If your building is not included on this list, please ship packages to your building and room number. The department receiving locations also do not have the resources to support re-delivery to departments outside of their region. If you cannot find your campus shipping address in BearBUY, please open a help ticket by emailing bearbuyhelp@berkeley.edu to have it added.
As a reminder, the WFHGENERIC Ship-to address code is ONLY allowed for use to ship items to your residential address under an employee's Work-from-home agreement. That address was created during the Pandemic to provide support for necessary IT and office supplies at the departments and continues to be available to support remote work operations. The WFH generic address may not be used for research supplies, research equipment, or as a free-form address to ship to any University building or third-party business.
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REMINDER; Copy Cart: Risks and How to Reduce the Errors | |
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The Copy Cart feature is a popular way to reduce data entry for frequently re-ordered goods and services. However, this powerful feature is not without the risk of errors ranging from pricing discrepancies to missing field elements. Incorrect values or missing fields can cause the following problems:
- Supplier rejects order for incorrect price or discontinued part number.
- Supplier bills at the new price, creating price disputes that delay payment and trigger Match Exception rules.
- Old carts do not have the same data entry fields as the new form creating errors in processing purchase orders, changes, or payments. Examples of fields include “Business Unit”, “Change Order Processing”, “Urgent”. If those fields are either not populated or incorrectly used, orders will error out at one or more stages in the life cycle.
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Please do NOT copy any carts that were created before November 6, 2023, because these carts will not have the required Org Node for Change Order Approver field. | |
REMINDER: Rainin Service Clinic Dates for 2024 | |
BearBUY Guided Dashboard Landing Page | |
The BearBUY DEFAULT Landing Page is the NEW Guided Dashboard Landing Page as of November 6, 2023. If you haven’t logged in recently, please take a look at the following new Quick Links module: | |
If anyone has any ideas for a quick link, please send a message to bearbuy@berkeley.edu.
REMINDER: Users will be able to reset their personal landing pages to the legacy, classic BearBUY landing page by viewing the How to set your personal default landing page in BearBUY Job-Aid.
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Change Requests vs PO Direct Revisions (BRS/Buyers) | |
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In November 2022, we enabled the Change Request feature in BearBUY to give control back to the shopper. This feature allowed the shopper to dictate what change should be made in the purchase order. To help you decide whether you should create a change request or reach out to your BRS Purchasing Team or Buyer to request for a PO direct revision, please visit the Change Requests vs PO Direct Revisions website. Please pay attention to the helpful hints, reminders, and warnings.
REMINDER: Amount thresholds for PO direct revisions:
BRS Purchasing Team: Equal to or less than $9,999.99
Buyers: Equal to or over $10,000.00
If anyone has any questions, please feel free to reach out to us at bearbuyadmin@berkeley.edu. We would be more than happy to assist you.
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Looking for Temporary Staffing and Independent Contractors? Give Upwork a Try! | |
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Did you know? SCM has launched the Upwork Enterprise and UC Berkeley partnership which is available to use for all employees and faculty!
Through the Upwork platform, departments are able to:
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Search and hire temporary staff and independent contractors!
- For example: surveyors, translation services, graphic and web designers.
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Submit POs with less documentation since Upwork will take care of all onboarding and compliance tasks!
- There is no need to include extra supporting documentation on your PO besides the business justification, quote or estimate, and statement of work that is executed and provided to you by Upwork.
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Be assisted by the Upwork team throughout the entire process!
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Onboard your own talent into Upwork!
- If you know of temporary staff or independent contractors that you would like to work with and they are not already in Upwork, you can easily get them on the platform by contacting the Upwork team! Also, the Upwork fees are reduced significantly when you onboard your own talent.
Check Out these Videos!
Visit the UC Berkeley’s Upwork website for more details on our partnership program or reach out to our dedicated Upwork team to help get your project started at ucberkeley-programteam@upwork.com.
Have you recently used a freelancer through Upwork using this new partnership? We would love to hear about your experience! Please send any Upwork feedback, suggestions, and experience to riza@berkeley.edu.
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Order Status
Please note that your SCM assigned Buyer will not receive the requisition until it has been approved by the department Org Node approver.
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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.
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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.
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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
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Line 2 should always be set at the Header Level Chartstring using Account Code 57810.
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Line 1 should be overridden at the Line Level Chartstring using Account Code 57811.
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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.
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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.
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Below are links to the BearBUY homepage, instructional aids, training courses, and information on how to create Service Now tickets for BearBUY related issues.
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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
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