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Important BearBuy Updates

March 2013

Dear BearBuy Users,


We would like to inform you of a few important updates. Please review the topics below and follow the links or scroll down for more information on each topic.


BearBuy March Communication Topics:

  1. BearBuy Training, SciQuest 13.1 Feature Release & Downtime  
  2. New Procurement Services website is live   
  3. Shop the Steelcase SMART Catalog in BearBuy  
  4. New Joint Administrative Computing Standards (JACS) website   
  5. BearBuy Tax Free Alcohol Ordering  
  6. "Did you know? Useful BearBuy Tips 
If you have any questions, please contact the Help Desk at
510-642-8500 (options 1,2,1) or BearBuyHelp@berkeley.edu for immediate assistance.


Thank you for your continued support.


Vanessa Wong

Director of Operations and Technology

UCSF and UC Berkeley Campus Procurement


1.  BearBuy Training, SciQuest 13.1 Feature Release, & Downtime 

The BearBuy Operations and Technology Team is currently testing the 13.1 features and will be developing training materials for the Campus.   


Job aids and a recorded webinar will be available on Thursday,  

March 21 at 9AM.  A live Question & Answer session will be held on Friday, March 22 at 10AM, so that campus users can call in and ask questions about the new functionality.  You can register for the Q & A session here.  You will receive a confirmation email with the dial-in phone number, confirmation code and the webinar url.

BearBuy Scheduled Maintenance Downtime

Users will not be able to access BearBuy from Friday, March 22, 7PM to Sunday, March 24, 7PM due to the release upgrade. Note: users will not be able to upload user profile changes in BFS Profile Management during this time.  BFS will remain available during its normal daily hours of 7AM until 9PM.

2. New Procurement Services Website is Live


Procurement Services has redesigned its website to provide a cleaner, easier to use format, so that you can find the procurement information you need.  You can open each of the menu tabs at the top of the page and select relevant topics.
Proc Services homepage  Examples:
  • Want information about Card Programs?  Click the Programs tab.
  • Need to find out how to buy a product or service?  Click the Buying tab and select "Buying Goods" or "Buying Services".  You can also open up the How To Purchase link to find a list of goods or services from which you can choose.
  • Want to find a particular form?  Click on the Buying tab, then select "Forms" from the drop down items.  

If you see a "Page Not Found" window when searching and you cannot find the page you need, contact BearBuy Administration. They can help you find what you need and will also alert the web administrator to any problems with the website.  

3.  Shop the Steelcase SMART catalog in BearBuy

UC and Steelcase have launched its office furniture SMART catalog, a new and enhanced catalog program offered via the One WorkPlace punchout catalog in BearBuy. The SMART catalog has been created specifically for University of California and offers the most popular products in seating, storage and work tools at deeper discounts and with quicker delivery lead times.


For more details, go to the BearBuy One WorkPlace punchout catalog or click here. 


4. New Joint Administrative Computing Standards (JACS) website


Check out the new JACS website which IST has developed for your convenience.  To learn more about the program, you can access the website and click on one of the menu bar selections.   

5.  BearBuy Tax Free Alcohol Ordering  

Strategic Sourcing, in partnership with Property Management, has achieved 60% price reduction for Tax Free Ethyl Alcohol.  The product is supplied by VWR and can be found in BearBuy by searching for "Ethyl Alcohol" or "Ethanol".


Previous prices were rolled back through a Reverse Auction Process held with current contract suppliers and the recharge cost was eliminated by converting to a direct order model with VWR, the winning bidder.


By Friday, March 15th, BearBuy Shoppers will be able to search by entering ethanol or ethyl alcohol in the Shop search field. The first four results will then be the discounted product as offered by VWR.


Important Notes:

This alcohol is discounted due to our special permit and no other vendor has this allowance.

  • If you purchase from any other supplier, the order will not be discounted.
  • You will also be paying a sum that the supplier can arbitrarily set, no matter what the actual tax is, since they can add administrative charges and other fees.
  • Refer to BFB-BUS-2 Tax-Free Alcohol Permits, Records,and Operations policy  for purchases of more than 25 gallons of tax free alcohol at a time . Please continue to follow the UC Policy regarding these quantity purchases.
If you have questions, please contact Ross Bausone, ross.bausone@berkeley.edu.





PO Change Order Preparer: Why is my PO still open in BFS when I closed it in BearBuy? 



Purchase Orders, which are closed in BearBuy from Monday through Friday, complete the closure process  in BFS on Saturday. The PO closed status will reflect in BFS on the following Monday.   


The encumbrance will also be removed from BAIRS the following Monday. Do not finalize a PO revision in BearBuy multiple times, as it causes system errors. The PO Close action is recorded in the PO History.    



Is there a way to uncancel a Purchase Order?  Is there a way to cancel a PO line?   



No, you cannot uncancel a Purchase Order or a PO Line. Although "Uncancel PO" is an available action in BearBuy, you are unable to uncancel a cancelled Purchase Order. If you select "Uncancel PO" in BearBuy, the change will not export to BFS 

once you finalize the revision. If your PO is cancelled and you need to pay the vendor for services or goods you should create a new PO.