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Important BearBuy Updates

October 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 October Communication Topics:   

  1. 13.3 Upcoming SciQuest Feature Release and Live Webinar
  2. BearBuy Home/Shop Page Reorganization
  3. America To Go Catalog Update
  4. Copy Paper Consolidation Program - Same Quality for Less  
  5. Payment Request Form/Auto Return if Documentation Not Attached    
  6. "Did You Know?" BearBuy Tips 
If you have any questions, please contact the Help Desk at  
510-664-9000 (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. 13.3 Upcoming SciQuest Feature Release and Live Webinar 

The SciQuest 13.3 feature release will be available in BearBuy on Monday, November 4, 2013.  The BearBuy Operations and Technology Team will be testing the 13.3 features and developing training materials.


We will be hosting a live Pre-Release Q&A Webinar to go over all the new features on Friday, November 1st at 10AM.  Register for that event HERE.   


BearBuy Scheduled Maintenance Downtime

Users will not be able to access BearBuy from Friday, November 1st at 6PM to Sunday, November 3rd at 9AM due to the feature release upgrade.  BFS will remain available during its normal daily hours of 7AM until 9PM.
2. BearBuy Home/Shop Page Reorganization

Effective Monday, October 14th, the BearBuy Home/Shop layout will change.  The Supplier buttons will now be grouped by category.  Frequently Used Forms will remain in a separate category.  The new layout will make it easier to shop. New categories will include Campus Related Services, Office/Supplies/Books, Lab Supplies/Research, Electronics and Computer Hardware/Software.     


You can now access Cal Catering and the IST Shopping Cart under the Campus Related Services category.



To order from Cal Catering 
  • Click on the "Cal Catering featuring Boudin" button. 
  • Enter your last name and Cal Catering password or create a new account.
  • Place boxed lunches, coffee service, or platter orders through the portal.

Cal Catering has partnered with San Francisco's Boudin Bakery to provide award-winning culinary expertise and excellent service to campus departments. Cal Catering offers:

  • An amazing delivery menu full of fresh and delicious options from Boudin.
  • Complete catering and event planning for your next reception, gala, buffet dinner or meeting.
  • A number of meeting and dining rooms available on the Berkeley campus. Whether you want a meeting room to present your latest ideas or a space for your special guests, Cal Catering is there to serve you.      

Note that you can still go directly to the Cal Catering To Go portal to place orders. For more information, visit the site or contact us at 510-643-4314.  

To order from IST
  • Click on the "IST Telecom Voice and Cellular" button.
  • Select the items you need and add them to your IST Shopping Cart.

You can also go directly to the IST Shopping Cart webpage to place your order.  

3. America To Go Catalog Update

Procurement Services would like to thank the campus staff and faculty who attended the October 3rd tasting event at the Alumni House.  We had a full house with event planners and caterers making connections and sharing experiences.    

We would like to thank our participating caterers: Aroma Buena Catering, Aurora Catering, Café Aquarius, Cardel Catering, Day Darmet Catering, Edoko Japanese Food, Fraiche Catering, Rebecca Jean Catering, Swanky Catering, The Pho Bar, and Willowpass Catering for their generous contributions.  Visit the Taste of America To Go webpage to view pictures of the event. 


The new catalog provided by America To Go will be tested this month by volunteers from campus departments.  We anticipate that the catalog will be live in late November.

Please visit our America To Go Frequently Asked Questions webpage as we update it with additional participating caterers and news on our progress with the catalog. 

4. Copy Paper Consolidation Program - Same Quality For Less

Effective Friday, October 11th - UC Berkeley Procurement Services, in partnership with the Office of Sustainability, will begin replacing a select group of higher cost copy paper products with lower cost options available in the BearBuy Office Max and Give Something Back catalogs. The products being replaced were carefully selected out of the range of copy paper products offered in BearBuy, because they contain no recycled content and cost more than equivalent options which contain at least 30% recycled paper. 


BearBuy users who search for any of the eliminated products will automatically be directed to the more sustainable, lower cost options through the BearBuy search function. 


This program will only substitute items with the same quality and specification as the original product. Therefore, the program should not impact end users productivity.  It will result in significant savings for the University, as well as increased use of sustainable content!   


Check out all of the paper products available from Office Max and Give Something Back and thank you for shopping their catalogs. 

5. Payment Request Form/Auto Return if Documentation Not Attached
A Requisition Creator must attach the required documentation to the Payment Request Form prior to submitting it into workflow.  See the Payment Request Cost Types and Required Supporting Documents webpage for more information about the required attachments.

If documentation is not attached, the Payment Request Form requisition will be auto-returned by the system to the original submitter.  Documentation will need to be attached and resubmitted.
6. "Did You Know?" BearBuy Tips  


Is there a way for me to find out where my Requisition is in workflow?  How do I find out who can approve my Requisition at a certain step in workflow?    



Yes, you can view the workflow for your Requisition and the approvers for the workflow step for your pending Requisition.



1. Open the document 

a.  Orders & Documents > Document Search > Search Documents

b.  Search for the Requisition for which you would like to view workflow

c.   You can also use the Outbox to search for requisitions you have processed. Orders & Documents > Approvals > My Recent Approvals


2. Click on the PR Approvals tab

a. Each of the possible workflow approval steps can be seen. 

b. The current step will be indicated by Active and an in process icon.



c.  View the list of approvers for the workflow step by clicking on the view approvers link in the PR Creator block.    


 3. Click the Close button at the bottom of the window to exit.