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BearBuy Updates

November 2014

Dear BearBuy Users,


The end of the year is fast approaching. With that, 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. Update: Bio-Rad Freight Included for Purchases Exceeding $200
  2. New BearBuy Instructional Resources Webpage & Updated Training Materials
  3. New Role Approver Permission
  4. Bears That Buy Town Hall: Tuesday, January 27, 2015
  5. 20/30 Webinar Training Series
  6. Upcoming In Class Trainings
  7. "Did you know?" Useful BearBuy Tips


If you have any questions, please contact the BearBuy 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

UC Berkeley

1.  Update: Bio-Rad Freight Included for Purchases Exceeding $200


For Bio-Rad, the standard shipping fee is waived for total purchases of $200 or more.  The text in BearBuy for Bio-Rad items appears as "Freight Included in Price for purchase(s) over 200.00 USD"

2. New BearBuy Instructional Resources Webpage & Updated Training Materials


Based on BearBuy user feedback, we have successfully updated all of our current training materials and our Instructional Resources webpage layout.


The updates include grouping our training materials by type (i.e. Job Aids, Guides & Materials, and Webinar/Demo videos). To view the new Instructional Resources webpage please visit:  supplychain.berkeley.edu/bearbuy/instructional-resources-0.


As a friendly reminder, please remember to update your personal browser bookmarks 


3. New Role Permissions


Affects Additional Authorizers, Chartfield 1 Approvers, Chartfield 2 Approvers, and Requisition Approvers.


Based on users' feedback, we have made improvement in your visibility to transactions that you have approved. Any user with an Approver role (Additional Authorizers, CF1 Approver, CF2 Approver, and Requisition/Org Node Approver) will be able to view the Purchase Orders and vouchers associated to a requisition they have approved. 


Previously, Approvers could only view the requisition they approved. They did not have the ability to view the associated POs or voucher(s). Due to the viewing limitation, we recommended users request either the View All (global inquiry) or Receiver role.


As of Monday, November 3rd, the additional viewing role is no longer needed. The Approver role will automatically grant users the ability to view PO(s) and voucher(s) associated to the requisition they approve.
4. Bears That Buy Town Hall - Tuesday, January 27, 2015


The BearBuy team regularly conducts interactive meetings for the Bears that Buy user group. As BearBuy utilization increases, it is important to expand the user group to include those who have used the system for some time and would like wish to provide ideas for continuous improvement.

Bears that Buy User Group Town Hall Feedback Session

Tuesday, January 27th | 9:00am to 10:30am

150 University Hall


Light refreshments will be served.


 CLICK HERE to RSVP for the Bears That Buy Town Hall


Agenda topics for discussion will be provided in December BearBuy Newsletter.


Operations & Technology launched 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. 


Researching Your Previously Placed Orders

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

This webinar is highly recommended for all Shoppers. This webinar will go over the different functions available in BearBuy in order to follow up on a previously submitted order. We will be looking at the life cycle of a transaction, post cart submission. 
Register for: Researching Your Previously Placed Orders

Utilizing Simple and Advance Document Search Features

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

This webinar is highly recommended for all users. This webinar will go over the different functions available in BearBuy for simple and advanced document search. We'll go over the different search options available for both search types, the available search filters, saving searches, etc.

Register for: Utilizing Simple and Advanced Document Search Features


6. Upcoming In-Class BearBuy Trainings


Register for upcoming in-class trainings based on BearBuy user roles.  Courses are offered through the UC Learning Center.  Instructions and more information on how to enroll can be found on the Learning Center Enrollment Guide page. 


BearBuy Match Exception Preparer | November 19, 2014

Course Number: BEESS973-141119

Hands-on classroom training for the BearBuy Match Exception Preparer role. Participants will be shown concepts, workflow, best practices, and test their knowledge through several scenarios in our BearBuy training enviroment.


BearBuy Change Order Preparer | November 21, 2014

Course Number: BEESS973-141121

Hands-on classroom training for Change Order Preparer role.  Participants will learn concepts, workflow, best practices, and can test their knowledge through several scenarios in BearBuy.


Q:  I entered $1200.00 in the 
Estimated Unit Price of the Non-Catalog Form. When I click Go to add the form to my cart, I receive an invalid Price error. What did I do wrong?




A:  Dollar signs ($) are not required when entering price in a BearBuy form. Once you remove the dollar sign you are able to save the form and add it to your cart.