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Important BearBuy Updates

December 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 December Communication Topics:    

  1. December BearBuy Classroom Schedule 
  2. BearBuy Attachment Job Aid 
  3. America To Go Update 
  4. Lower Pricing on Corning/BD Plastic Ware 
  5. Office Max and Office Depot Merger 
  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. December BearBuy Classroom Schedule
Login to Blu to access the UC Berkeley Learning Center to register for the 
upcoming BearBuy Authorizer and Requisition Approver training (#BEESS966-131216) on Monday, December 16.  
2. BearBuy Attachment Job Aid
The BearBuy Operations and Tech team continues to receive numerous PO Export error reports due to the size or the number of attachments exceeding 10 and/or 10mb.

Please review the following changes to help reduce and eliminate future PO Export errors due to attachment limitations: 
  • The maximum number of attachments has been increased to 20.
  • The maximum size of each attachment has been reduced to 5mb.

For more information, please refer to the Attachments Job Aid on the BearBuy Instructional Resources webpage

3. America To Go Catalog Update
We are excited to announce that over 30 local business will be participating in the new America To Go catalog.  Please visit the America To Go FAQs page to view the updated list of participating caterers and for more information on the program's launch schedule.  
The America To Go project team continues to work closely with campus stakeholders and will soon begin final testing of the system.  In addition, training materials are in the process of being developed for the America To Go catalog launch in early 2014. 
4. Lower Pricing on Corning/BD Plastic Ware
UCSF/UC Berkeley Strategic Sourcing proudly announces a new agreement with our supplier, VWR, to provide over 6,000 BD/Corning items at a reduced price.  This competitively awarded agreement has reduced the cost of BD/Corning items by approximately 6% and includes free shipping.  This pricing allows us to maintain superior service levels, while saving the UC Berkeley campus approximately $50K per year.


The new pricing was implemented in BearBuy in early October.   Shop in the BearBuy VWR catalog for Corning and BD Plastic products, as you have done in the past, to take advantage of the new pricing. 


With this newly implemented Corning/BD pricing, we hope to provide continued support to the Research Community by reducing costs, while maintaining quality and overall service.

5. Office Max and Office Depot Merger  
Recently, the completion of the merger transaction between Office Max and Office Depot was announced.  The two companies, now as a single source, plan to deliver even better experiences to all of their customers with "more choices, broader access, dedicated service, everyday value, and a future filled with innovation in every aspect of their business".

For the present, it is "business as usual", until the merged organization has an opportunity to evaluate and properly plan for enhancements.  The UC agreement with OfficeMax remains intact with the same contract terms & conditions, including the pricing structure.  There are currently no changes to the UC and OfficeMax interface.  Therefore, BearBuy users should continue to shop the BearBuy OfficeMax hosted catalog.  Periodic announcements will be sent out, as we receive new supplier information which may affect end-users. 
6. "Did You Know?" BearBuy Tips 


For Change Order Preparer 



Can I make changes to the chartstring of a PO line that has been vouchered/invoiced?



No, you cannot make changes to the vouchered amount of a PO line. If you try to change the chartstring for the vouchered amount, the PO revision will fail export into BFS.  To verify if a PO has been vouchered, you can check the Invoices/Vouchers tab of the PO.


To change the chartstring for the vouchered amount you will need to perform a journal entry in BFS to reclass the original voucher.   


In order to change the chartstring for the open amount of a partially vouchered PO line, you would edit the Accounting Codes and perform a split to move the open funds to a new chartstring.