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Important BearBuy Updates

May 2013

Dear BearBuy Users,


We would like to inform you of important updates in BearBuy and other campus systems. Please review the topics below and follow the links or scroll down for more information on each topic.


BearBuy May Communication Topics:  

  1. Announcing a New & Improved W9 and Supplier Information Form
  2. June BearBuy Classroom Training  
  3. One Hierarchy Project 
  4. Sole Source Form - for Purchases Equal to or Greater Than $100K
  5. America to Go Town Hall - Friday, May 31st 
  6. FY2012-13 Information on the Web   
  7. Bioneer Products Now Available in a Hosted BearBuy Catalog  
  8. Digi-Key Corporation Punch-out Catalog Announcement 
  9. Phone/Voice Product Ordering 
  10. Sigma Aldrich Agreement - Select Pricing   
  11. Campus Disbursements Now Accepts invoices as Attachments to E-mail!       
  12. Vendor Deactivation Program 
  13. Help Meet the New Campus Targets 
  14. "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.  Announcing a New Improved W9 and Supplier Information Form

We are pleased to announce the implementation of a simplified, single page UC Berkeley Substitute W-9 and Vendor Information Form effective 5/21/13. 


Benefits of the form:  

  • Replaces the use of two forms: the Business Information Form (BIF) and the Vendor Request Form (VRF).
  • Is designed to streamline the vendoring request process, save time for departments, improve vendoring turnaround time, and improve data accuracy in BFS vendor ID management.

When should the form be used?                                                                               

  • NEW VENDOR REQUEST - New supplier or new individual providing a product or service when doing business with UC Berkeley.
  • UPDATE EXISTING VENDOR - Changes/updates to existing vendor information.
  • NEW INDIVIDUAL- To whom payment is due. Can be reimbursement, honorarium or subject or research participant payment.
  • REFUND VENDOR - Refund due for only cash or check payment.

What is new?

  • Completing the DUNS and UNSPSC fields are now optional.
  • Vendors to certify Tax Identification Number (TIN) accuracy - required for U.S. entities & citizens.

Who completes the form?

The vendor or authorized vendor representative completes and signs the Substitute W-9 and Vendor Information form.


Who submits the form to Vendoring?

The vendor or department can submit a completed form. If the vendor submits the form, section 2 for UC Berkeley staff contact information must be completed.


To whom should the form be faxed? UC Berkeley Vendoring, 510-642-8604   

Important note:

In order to secure private information, any supplier using their Social Security Number as their Tax ID number, should fax their forms to 510-642-8604.
2.  June BearBuy Classroom Training

1) June BearBuy Classroom Training

Log into Blu and access the UC Learning Center to sign up for these sessions:

  • June 19: BearBuy Requisition Creator: Class # BEESS965-130619
  • June 20: Authorizer and Requisition Approver: Class # BEESS966-130620
  • June 26: Match Exception Preparer and Change Order Preparer: Class # BEESS968-130626
 2) June 4th 10AM Pre-Release Webinar: New User Interface

To view the pre-recorded YouTub video before the session, click here.  We will be hosting a Pre-release Webinar to go over the new BearBuy User Interface, to go live in July!  During this webinar we will be previewing the new navigation pages as well as addressing a few new exciting features.


You can register for the Pre-Release Webinar here.  You will receive a confirmation email with the dial-in phone number, confirmation code and the webinar url.

3.  One Hierarchy Project


Effective Monday, July 1, 2013, UC Berkeley's core campus information technology systems will be changed to reflect two major enhancements:

  • Restructured version of the BFS Master Org Tree (includes changes to 5-character alphanumeric org nodes).
  • Inactivation of identified Departmental chartfield values (DeptIDs, 5-digit numeric codes). As of July 1, 900 Old Dept IDs will be inactivated. Chartstrings will need to be updated with replacement DeptIDs based on the DeptID data map approved by the divisions.

Requisitions, Purchase Orders and Pending Vouchers will need to be updated if they contain an old inactive Dept ID.  Central Procurement will be sending out a separate announcement detailing which transactions are affected. Department Change Order Preparers will need to correct these transactions so no payment disruption occurs prior to the July 1st deadline. For question, please contact the BearBuy Help desk. For more information about the project itself, please visit the One Hierarchy Project website. 

4.  Sole Source Form - for Purchases Equal to or Greater Than $100K
Beginning 5/9/13, the BearBuy Sole Source Form in now only required for sole source purchases equal to or exceeding $100,000.  The form itself has changed from a quantity type form to an amount only form.  With this change, when your department purchases goods or services greater than or equal to $5,000 and less than $100,000, the practice is to document your source selection and price reasonableness using the Comment feature in BearBuy.  Do not use the Sole Source Form for orders between $5K and $100K.

Please note that the new form should be exclusively used for all purchase orders and requisitions. Copying older form versions may lead to difficulty in processing payments due to changes to the form.

A Sole Source job aid is posted on the BearBuy Training website in the BearBuy Overview section under Job Aids.
5.  America to Go Town Hall - Friday, May 31st

Procurement Services will be hosting a Town Hall about America to Go on Friday, May 31st.

Please join us for an early look at this new web portal service to go live in the fall of this year. BearBuy Users and Campus Event Planners are encouraged to attend this presentation from 9AM to 11AM in 150 University Hall.  You can register online in the UC Learning Center by going into blu, CalNet authenticating and registering for the event, course number:  ATGBB001-130531.  Space will be limited.

Visit the America to Go Frequently Asked Questions webpage on the Procurement Services webpage for more information about this program.

You may also contact Stacey Templeman in Procurement Services with any questions you may have about America To Go or the implementation process. Stay tuned for more information, tastings, and other meetings related to this exciting new initiative.

6. FY2012-13 Information on the Web
This year's fiscal closing steps and deadlines are similar to those in previous years. Please review the information to ensure that all relevant steps are taken according to the schedule.

If you have questions about the fiscal close process, please contact
General Accounting at gao@berkeley.edu.
7. Bioneer Products Now Available in a Hosted BearBuy Catalog

Bioneer is pleased to announce that our complete range of products for genomics and molecular biology research is now available through its BearBuy hosted catalog including enzymes, RNA detection, and human genome library.


To celebrate our "Grand Opening" on BearBuy we are offering a special promotion from now until June 30, 2013.  Buy any 2 products and receive a 3rd for free (equal or lesser value than the lowest-priced item).  

Shoppers, please note that the discount on the 3rd product will not appear during check out in BearBuy.  However, it will be honored on the back end during invoicing.
Please contact us at 510-217-3318 or order.usa@bioneer.us.com with any questions or if you require assistance with product selection 
8. Digi-Key Corporation Punch-out Catalog Announcement
The DigiKey Corporation punch-out catalog is now available in BearBuy. Click on the Digi-Key Corp. logo in the punch-out section of the BearBuy Home/Shop page to access punch-out shopping for this vendor.

Digi-Key Corp. is an authorized distributor of electronic components for more than 600 industry-leading suppliers.

At any given time, more than 750,000 products are in stock and ready to be shipped from Digi-Key's headquarters in Thief River Falls, Minnesota.
If you experience any issues with the Digi-Key Corp. punch-out catalog please contact the BearBuy Help Desk, 510-642-8500 (options 1,2,1) or BearBuyHelp@berkeley.edu for immediate assistance..
9. Berkeley Phone/Voice Products Ordering


Do not place phone/voice orders through BearBuy or use a bluCard for these products/services.  When you order phone products through BearBuy, they are not integrated with our current voice and billing systems which will result in problems with warranties and repair services. 



Note: To minimize such problems, phone and voice products are being removed from BearBuy catalogs wherever we find them. (If you should locate one of these products in a BearBuy catalog, please notify Joanne Petersen, hiratsuka@berkeley.edu, so it can be removed.)   Headsets and cordless handsets not requiring new phone services can be ordered through the existing BearBuy vendors.


Desktop, Conference Room phone ordering -- for PBX, Centrex, conference room phones,and associated voice products:  You must go to the IST website and order through IST's shopping cart, to ensure that the products ordered are supported by our voice network on campus. If you have questions regarding phones or other voice products, you can contact IST Telecom at 664-9000; press 1, 1, 3 to reach a Telecom consultant.


Cell Phone Ordering 

Contracted Suppliers are AT&T, Verizon


To order cell phone hardware:  Visit the the IST shopping cart to review cell phone device options.


To order wireless service:

Check out the cellular plans on the IST shopping cart.

To order cell minutes and data plans: 

Review the information on the IST shopping cart.  You cannot use a bluCard for plan payment.

10. Sigma Aldrich Agreement - Select Chemicals
Sigma Aldrich will provide select chemicals to UC Berkeley and UCSF. Sigma's winning bid represents a 44% price discount from the lowest BearBuy pricing for these chemicals. In addition, Sigma is offering free next day delivery. Visit the BearBuy Sigma Aldrich hosted catalog to view chemical pricing. 

11.  Campus Disbursements Now Accepts Invoices as Attachments to e-mail! 

Vendors may now e-mail Bear Buy PO invoices as attachments directly to Disbursements. This new process will reduce delays and workload associated with routing paper invoices. When a BearBuy PO has already been generated and is referenced on the invoice, please refer suppliers to the submission instructions found on the Disbursements's Helpful Hints for Our Vendors webpage.

For Payment Requests and After The Fact POs, departments should continue to create those forms in BearBuy and attach the invoices prior to routing for approval; these invoices may not be submitted via email. For any questions please contact Disbursements at 643-2199 or send an e-mail to
12. Vendor Deactivation Program Update

To improve the Supplier Search functionality when using certain BearBuy forms, the BearBuy team has deactivated vendors who have not done business with UC Berkeley in the last 18 months. It has been determined that if the Campus has not paid or issued Purchase Orders to these vendors in over 18 months, that they are either unlikely to conduct future business with the campus or they have changed to a different entity. The BearBuy team has successfully deactivated approximately 23,000 vendors with no activities during this time frame.

  • Complete a Substitute W-9 and Supplier Registration form (see item 1 above), so that address updates and other changes can be entered, as necessary, in the BFS Vendor database.  You can find the form on the Procurement Services Vendoring Process webpage
  • Fax (510) 642-8604 the form to the Vendoring Desk address, so that the vendor record can be updated and the vendor reactivated. We do not anticipate there will be many vendors in this situation.
13. Help Meet the New Campus Targets


Now that we have the ability to view our purchasing and disbursement metrics in Cal Answers, Procurement Services has established campus-wide targets that can help us reach campus goals for savings and operational improvements. Some of the targets represent potential savings within your department.  Others will help with campus-wide savings or initiatives such as negotiations on future contracts. Procurement Services will refine these targets over time as we improve campus-wide performance.


These targets are currently visible in the Cal Answers Procure to Pay "At a Glance" dashboard. To learn more about monitoring the performance of your department related to these targets, watch the recent recorded presentation by Procurement Services leaders. If you have questions about how you can take action to achieve these targets, contact a Procurement Consultant through the Cal Answers Help Desk: calanswers-help@berkeley.edu or 664-9000 (option 1).


  On Catalog report


What is a fabrication? Where do I add a Fabrication Number in BearBuy? 



As defined in BUS-29, a fabrication is an item of non-expendable, tangible personal property that: (1) has been physically constructed by a University activity; (2) has a total acquisition cost of $5,000 or more; (3) has a normal life expectancy of more than one year; and (4) is expected to be used by the University upon completion. A product resulting from simple assembly or connecting of various parts does not qualify as a fabrication.


A Request for Fabrication Control Number Form should be completed and a Fabrication Control Number will be issued.  You can find the form and more information about fabrication on the Equipment Management Fabrications Procedures webpage


In BearBuy, the Fabrication Number will be entered at the header level (not at the line level) on the Asset Management tab (use a leading zero) which will download to BETS. Use Account 54231 in BearBuy in order to track fabrication expenses. A MFG Model Number is not needed.




Should I uncheck PO Export when finalizing a revision to a Purchase Order?



No, you should not uncheck the PO Export box when finalizing a revision
to a Purchase Order.  The PO Export button button should be checked so the change will export to BFS. If the revision to the Purchase Order is not exported .
then BearBuy and BFS will not be in sync and it will cause errors with the PO.  You should uncheck 'Resend to... Supplier' if you do not want the revision to be sent to the vendor.


How can I combine multiple documents so I am able to follow the guideline limit of 10 total attachments per order?

Multiple documents can be combined using Adobe Acrobat to merge files by scanning them together or by scanning them on a copy machine.

How to merge files into one PDF
  1. Within Adobe Acrobat, select File> Create> Combine Files into a single PDF.
  2. Click Add Files and select the files you want to add.
  3. Click, drag, and drop to reorder the files and pages.  
  4. Press the Delete key to remove unwanted content.
  5. When finished arranging the files, click Combine Files.
  6. Select File> Save As> PDF.
  7. Name your PDF file and click Save.

How to scan documents into one file

Another option to combine multiple attachments is to print out the documents and scan them from a copy machine into one file. Most copy machines that scan documents allow you to email the PDF file to yourself which you can save to your computer and attach in BearBuy.