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BearBuy Updates

May 2014

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.


This month's BearBuy News:

  1. 20-30 Webinar Training Series
  2. Bears That Buy Town Hall: Friday, July 11
  3. New Berkeley Telecom Catalog
  4. Catering in BearBuy Starting Soon!
  5. "Did you know?" Useful 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.  20-30 Webinar Training Series


Operations & Technology is launching a 20-30 BearBuy Webinar Training Series. The goal of the 20-30 series is to provide greater insight on BearBuy process and procedures based on system functionality.  Each webinar session is tailored to provide a short in depth review of a specific topic/issue. Each session is scheduled for 30 minutes (15 for concepts and functionality overview and 15 for questions). 


Below are the upcoming sessions and their unique webinar sign up. All sessions are scheduled on Wednesdays, from 1:30 to 2:00 pm


How to resolve a Match Exception

Wednesday, May 28th, 1:30-2:00 pm

Learn more about the basic fundamental questions that need to be asked when resolving a match exception. We'll cover which steps to take first (communication, research, etc), to best resolve a match exception quickly and effectively!

Register here for: How To Resolve a Match Exception


Researching POs in Preparation for Fiscal Close

Wednesday, June 11th, 1:30-2:00 pm

Join us to learn how to identify what POs your department currently has open and active, the recommended process for researching if the PO should be closed or not, and how to close the PO (if needed) before the fiscal close.

Register here for: Researching POs in Preparation for Fiscal Close

Non-Catalog Form and it's Many Uses!

Wednesday, June 25th, 1:30-2:00 pm

This webinar will go over the non-catalog form and it's design. We'll also cover what types of purchasing requests should be placed using this form.

Register here for: Non-Catalog Form and it's Many Uses




2. Bears That Buy Town Hall - Friday, July 11, 2014 


The BearBuy team has been conducting the Bears-that-Buy user group meetings with end users who joined these meetings since BearBuy go live. As the BearBuy utilization increases, it is important to expand the user group to include users who have used the system for some time and may wish to participate in continuous improvement. 


Bears that Buy User Group Town Hall Feedback Session

Friday, July 11th 

9:30am to 12:00pm

150 University Hall.  


Light refreshments will be served.


RSVP for the Bears That Buy Town Hall


Agenda topics for discussion:

  • What's new with BearBuy?
  • 20-30 Webinar Series
  • BearBuy System Enhancement Requests
  • Forms - Simplifying & Consolidating forms
  • CalAnswers procure-to-pay reports
  • BearBuy Resources and Support
  • Q&A 



3. New Berkeley Telecom Catalog 

The new Berkeley Telecom Catalog launched May 6 and will be the new web -based application for ordering UC Berkeley voice services and equipment including wireless telephones. The Berkeley Telecom Catalog is an updated and easier-to-use version of the IST Shopping Cart.


Navigate to the BearBuy Home/Shop page:



If you would like to learn more about the project and for training materials please visit http: telcat.berkeley.edu



4. Catering in BearBuy Starting Soon!


Starting May 30, Procurement and Accounts Payable will launch a new catalog for ordering, approving and paying for catering and entertainment within BearBuy.  The catalog will include:

  • Over 30 local restaurants and caterers
  • Searching by cuisine
  • Automatic payment for matching invoices under $1,000.00

Training materials will be available on the Procurement website's Training Courses Tab starting May 22.


Please place your new catering orders through the catalog starting May 30, 2014. 


America To Go will be on campus holding tasting events for departments in May and June.  Tastings are great opportunities for faculty and staff to try new caterers, see their presentation, sample their food and often meet caterer representatives in a low risk environment.  




5. "Did you know?" Useful BearBuy Tips 


Q: How can I check the status of carts I have assigned? How can I create a new cart instead of working on a Draft Cart?


A: Before your cart becomes a Requisition, you can view the status by navigating to:  

Shop > My Carts and Orders > View Draft Shopping Carts



Draft Carts could contain four sections depending on your order statuses:


My Drafts, Drafts Assigned to Me, My Drafts Assigned to Others and My Returned Requisitions.


My Drafts - carts that you are currently working on.


Drafts Assigned to Me - carts that have been assigned to you and require your action. 


My Drafts Assigned to Others - carts that you have created and assigned to someone else, such as a Cart Authorizer or Requisition Creator.


My Returned Requisitions - requisitions that have been returned to you by one of the authorizers or approvers and require your action.


To create a new cart instead of working on a Draft Cart you can click on the Create Cart button at the top left of Draft Carts.