Important BearBuy Updates: June

Important BearBuy Updates

June 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 June Communication Topics:

One Hierarchy Project -- Your Actions Required Update
Cal Answers Procure to Pay New Org Tree Filters
June BearBuy Classroom Training
Apple MAC Book Air Computer Delivery DelayÂ
Retiring the Purchase Help Email and Phone Number
"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. One Hierarchy Project - Your Actions Required Update

Nine hundred thirty-three (933) old Dept IDs will be inactivated as of Monday, July 8th. Chartstrings will need to be updated with replacement Dept IDs.

Impact: Requisitions, Purchase Orders and Pending Vouchers will need to be updated if they contain an old inactive Dept ID before July 8th.

Please visit the Procurement/BearBuy webpage for detailed instructions on what your and/or your department must do to prepare for the change.

Important Update: Speedtypes existing in BFS as of July 8th will be centrally updated with the replacement Dept ID values.

The BFS Technology team will run a special process during the July update to search for Dept ID values in Speedtypes and will update those with the replacement values as identified on the One Hierarchy Dept ID Map (available on the BearBuy homepage).

No Speedtypes will be deleted as a part of this process. Therefore, if departments are aware of Speedtype values that will no longer be used, they may choose to manually delete these.

The updates will take place on all Speedtype (and speedchart) values in BFS and will not be restricted to those used in BearBuy.

2. Cal Answers Procure to Pay New Org Tree Filters

Cal Answers Procure to Pay reports now allow you to quickly and easily retrieve all transactions within a control unit, division, or department

Recently the Cal Answers Team introduced two new Org Tree filters allowing you to efficiently retrieve all Procure to Pay activity for the entire Org Node that purchased a product. For these two new Org Tree filters, you no longer need to know all underlying Dept IDs and separately select each one. Now you can more easily monitor activity for large areas of campus. The screenshot below shows the new filters.

The 'Org Level' and 'Org Node' filters

(below in orange) are the new filters that leverage the master org tree, allowing you to retrieve all Procure to Pay activity for an Org Node, as well as its children Org Nodes and Dept IDs. These filters return transactions based on the unit that paid for them (the Dept ID on the chartstring).

The 'Org Node (Routing)' filter

(below in green) returns activity associated with a single routing Org Node. This filter returns transactions based on the unit that approved them (previously named simply 'Org Node').

Learning more

To learn about new functionality, view the brief 4 minute video by clicking here and signing into ReadyTalk with your name to view the recorded session. For general Cal Answers program information, visit the Cal Answers website.

Getting in touch with the team

If you have questions or feedback for the Cal Answers Team, please contact Campus Shared Services IT Application Support at calanswers-help@berkeley.edu or 664-9000 (press #1, then #2, then #2).

3. 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

4. Apple MAC Book Air Computer Delivery Delay

Apple's MacBook Air computers are not being delivered in the usual 3-5 day time frame. They are taking a month or longer to be received We have asked Apple for delivery time updates whenever they can provide them.

MacBook Pros are being delivered in a more timely fashion, so if Pros are an option, you may want to consider ordering them instead of the MacBook Airs.

For assistance with Apple orders, please contact Joanne Petersen, 415-514-2872 or joanne.petersen@ucsf.edu.

5. Retiring the Purchase Help Desk Email and Phone Number

As a result of Operational Excellence initiatives and our focus on providing more effective communication channels, effective Friday, June 28, 2013, Procurement Services will be retiring the Purchase Help Desk email address: prchhelp@berkeley.edu, and phone number: (510) 643-8201. For assistance with one of our programs, please use the contact information listed below:

BearBuy:

For Purchase Order, Requisition or Voucher assistance, campus users can contact the BearBuy Help Desk by phone or email to create a Footprints ticket. Below is the BearBuy Help Desk contact information.

Phone: 510-642-8500 (options 1, 2, 1)
Email: bearbuyhelp@berkeley.edu

Card Programs:

For bluCard, Event Planner Card and Travel Study Card assistance, campus users can contact Card Program Services. Below is the dedicated contact information for Card Program Services.

Phone: (510) 642-0882
Email: blucard@berkeley.edu

Vendoring:

For Vendoring assistance::

Phone: (510) 642-8602
Email: ven_bsvm@berkeley.edu

6. "Did you know?" Useful BearBuy Tips

Question:

Can a PO line be created for $0 or Qty: 0?

Can I add a zero dollar amount or zero quantity on a Subaward form?

Answer:

No, do not create a PO line for $0 or Qty: 0 because it will fail export to BFS.

A zero dollar amount or zero quantity should never be entered on any of the lines of the Subaward form. If your PO has two lines created from one Subaward form and you would like to cancel one line, instead reduce the line amount to at least $0.01.