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Supply Chain Management News
January 2025
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Dear Campus Community,
Happy New Year! Supply Chain Management (SCM) wants to inform you of important updates and events.
This month's features:
- Scheduled BFS Maintenance
- Coming Soon! Tango (Gift Card) Punchout Catalog
- Catering Competition Wrap-Up
- Reminder: No Special Characters in Shipping Information
- Reminder: Rainin Service Clinic Dates for 2025
- Bears that Buy Open Office Hours: Here to Make Purchasing BEARable
- Supplier Expo 2024 Digital Guide
If you have any questions, don't hesitate to 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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Scheduled BFS Maintenance | |
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The BFS system will perform maintenance on Friday, January 31, 2025, from 6:00 a.m. to 6:00 p.m. PST. BearBUY will be unavailable during this maintenance period.
Please prepare for planned system downtimes and visit the Controller’s Office website for the 2025 BFS maintenance schedule.
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Tango (Gift Card) Punchourt Catalog | |
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On February 24, 2025, SCM is pleased to launch a new way to order digital gift cards for employees, students, and community members. We are partnering with Tango, a BHN company, to allow you to provide a digital reward link to gift recipients, allowing them to select which type of gift card they would like to receive. Tango does not currently support physical gift cards.
In this initial phase, digital reward links should be used for either recognition programs (employee, marketing, participation) or research participation (participants must be able to provide names and email addresses).
No existing card programs (i.e., Human Subject Card Program) are being discontinued.
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Catering Competition Wrap-Up | |
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The Zero Waste & Eat Well Berkeley Catering Competition in October 2024 challenged caterers to craft a nutritious food selection while using reusable dining ware. Participants included ACT Catering, Grace Street Catering, International House Catering, The Mixing Bowl Catering, Stradavarius, and The Table Catering. All participating caterers are now recommended Zero Waste Caterers on campus.
Departments may use the Non-Catalog form to make purchases from BearBuy. Supply Chain Management, Cal Zero Waste & Eat Well Berkeley encourage departments to use reusable containers and healthy options from caterers such as these to comply with the Single Use Plastics and Healthy Foods policies.
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No Special Characters in Contact Information in Shipping Information | |
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POs with special characters (i.e., #, /, &, *) in the Contact Line in the Shipping Information will not be dispatched from BearBUY to BFS.
Only alphanumeric characters (i.e., a, b, c, A, B, C, 1, 2, 3) are allowed in the Contact Line in the Shipping Information.
Prohibiting special characters enables supplier computers to read the contact information correctly.
For more information, please see the New Shoppers - Quick Reference Guide.
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Rainin Service Clinic Dates for 2025 | |
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Bears that Buy Open Office Hours:
Here to Make Purchasing BEARable
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Please join us for our next remote office hour this morning, Tuesday, January 21, 2025, from 10:00 a.m. to 10:50 a.m.
We encourage you to submit topics of discussion and/or questions in advance in this Google form.
Just so you know – individuals from the Procurement, BearBUY Solutions, Account Payable, and BRS teams will attend to listen to your questions and provide information about purchasing at Berkeley. The Open Office Hours will be held every third Tuesday of the month from 10:00 to 10:50 a.m.
Instructions and Zoom URL:
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Please check out the Supplier Expo Digital Guide for more information: contract number, supplier contact information, new shopper quick reference guide, and BearBUY support/resources information.
The Supplier Expo Digital Guide will be available until February 28, 2025.
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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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