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BearBuy Updates

August 2014

Dear BearBuy Users,


We hope everyone is having a great summer. There is still time to sign-up for the upcoming BearBuy role based training sessions.  Don't miss out!  These training sessions help users at all levels learn more about concepts, workflows, and best practices for BearBuy. 


Please review the topics below and follow the links or scroll down for more information on each topic.


This month's BearBuy News:

  1. BearBuy Help Desk Contact Information Has Changed
  2.  Vendor Deactivation Program (Phase II)
  3. 20-30 Webinar Training Series
  4. "Did you know?" Useful BearBuy Tips
If you have any questions, please contact the Help Desk at  
510-664-9000 (options 1,2) or BearBuyHelp@berkeley.edu for immediate assistance.


Thank you for your continued support, 


BearBuy Team 

Supply Chain Management

UCSF and UC Berkeley  





1. BearBuy Help Desk Contact Information Has Changed

As of Friday, August 1 the BearBuy Help Desk contact information has changed:

(510) 664-9000 (options 1, 2)



2. Phase 2: Vendor Deactivation Program  

To continuously improve the Supplier Search functionality when using certain BearBuy forms, the BearBuy Team plans to deactivate suppliers 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 a Purchase Order to a supplier in over 18 months, they are either unlikely to have future business or they have changed to a different entity.  The BearBuy Team has identified about 17,435 suppliers with no activity during this time frame.


In the event a department or Campus Buyer needs to have a supplier reactivated for ordering, please have the supplier:

  • Fax the form to Vendoring (510) 642-8604.

How Departments Can Help


Go to the BearBuy webpage. Click on the link in the Vendor Deactivation Program section to view the list of suppliers which had no purchase order and voucher activity for the period of September 1, 2011 to February 28, 2013.


Please email BearbuyAdmin@berkeley.edu, if you know that you will be placing an order with any of these suppliers and they should remain active no later than September 15, 2014.


The estimated date of completion for this phase of the Vendor Deactivation Program is October 15, 2014.


If you need any other assistance, please contact the BearBuy Help Desk Mon-Fri  

8 AM to 5PM, (510) 664-9000, Option 1, Option 2 or at bearbuyhelp@berkeley.edu.




3.  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 minutes for concepts and functionality overview and 15 minutes 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. 


When to use a BluCard vs when to use BearBuy

*DATE CHANGE* Wednesday, August 21, 1:30-2:00 pm

We will take an in-depth look at the types of transactions that can be paid using a bluCard vs using BearBuy.  We'll go over each recommended transaction types we have that can go on a bluCard and which transactions MUST be placed in BearBuy.

Register for: When to use a BluCard vs when to use BearBuy

Examining Different BearBuy Terminology

Wednesday, September 3, 1:30-2:00 pm

Join us to learn about the difference between specific BearBuy terminology such as Hosted Catalog vs PunchOut Catalog, submitting a cart vs assigning a cart, internal vs external attachments, vendor fulfillment address vs remit to address, ship to vs final destination,  header chartstring vs line level chartstring. 

Register for: Examining Different BearBuy Terminology

An In-depth Look at the Payment Request Form

Wednesday, September 17, 1:30-2:00 pm

We will look at the Payment Request Form in a little more detail. We'll go over what can be paid on a PRF (and what shouldn't), what information must be included on the form, and how to submit the form so it's processed as quickly as possible.

 Register for: An In-depth Look at the Payment Request Form




4. "Did you know?" Useful BearBuy Tips 


Q: Is there a way to customize the amount of supplier stickers displayed on my Home/Shop page in BearBuy?  

A: Yes, with the 14.2 release you now have the ability to collapse the category showcases on the Home/Shop page so the contents will be hidden from view. 



After collapsing Lab Supplies:

The system will remember which showcases you have collapsed after you log out and log back in.  A quick way to tell if you have any showcases collapsed is if the arrow by the name is pointing to the right: