BearBuy Updates

April 2015

Dear BearBuy Users,

We would like to inform you of a few updates and important events coming soon. Please review the topics below and follow the links or scroll down for more information on each topic.

This month's BearBuy News:

Vendoring Daily Status
Upcoming In Class Trainings
20/30 Training Series
'Did you know?' BearBuy Tip

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. Vendoring Daily Status

In effort to provide superior customer service, we now post Vendoring Daily Status on the Supply Chain Management Vendoring webpage (http://supplychain.berkeley.edu/programs/vendoring):

We are hopeful that posting the daily status will provide insight to the status of requests submitted to Vendoring. Thank you for your patience in the past few weeks while we worked through a backlog of requests.

2. Upcoming In Class Trainings

Register to learn more about BearBuy with one of our 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 page. Visit the BearBuy website for more information on.

BearBuy Requisition Creator | April 17, 2015

Course Number: BEESS965-150417

Thorough classroom training for the BearBuy Requisition Creator Role. Participants will learn concepts, workflow, best practices, and can test their knowledge through several hands-on exercises in BearBuy. We will also demonstrate additional training materials available for the role, including Job Aids, manuals and YouTube videos.

BearBuy Change Order Preparer | April 22, 2015

Course Number: BEESS973-150422

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.

BearBuy Authorizer & Requisition Approver | April 28, 2015

Course Number: BEESS966-150428

Classroom training for the BearBuy Requisition Approver, Additional Authorizer, Chartfield 1 & 2 Authorizer Roles. Participants will learn concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy. We will also review where to find additional training materials available for the role, including Job Aids and YouTube videos.

BearBuy Match Exception Preparer | April 30, 2015

Course Number: BEESS968-150430

Interactive classroom training for the BearBuy Match Exception Preparer role. Participants will be shown concepts, workflow, best practices, and test their knowledge through several exercises in BearBuy.

3. 20/30 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.

An Overview of the Independent Contractor & Consultant Services Form

Wednesday, April 22nd, 1:30-2:00 pm:

This webinar is recommended for users with little form usage knowledge.

This webinar will look at the Independent Contractor & Consultant Services Form. We'll go over what must occur before you log into BearBuy, what information must be included on the form, the form layout, and how to submit the form so it's processed as quickly as possible.

Top 3 Shopping features/functions you may not know exist in BearBuy!

Wednesday, May 13th, 1:30-2:00 pm:

This webinar is recommended for new shoppers. This webinar will go over 3 shopping features that are available in BearBuy that can help speed up your shopping process!

4. "Did you know?" Useful BearBuy Tip

Q: I want to add an Accounting Code split on my order so I can use two chartstrings. My order has multiple lines. How should I add the Accounting Codes split so it does not create an error?

A: There are a few options for performing a split on an order with multiple lines. It is recommended if there are multiple lines that you perform the split at the line level instead of at the Accounting Codes header level. To do so, you would use one chartstring at the Accounting Codes header level and then editing Accounting Codes to add a different chartstring at the line level. Example (Line 2 is using a different chartstring than the header):

If you perform a split by amount at the Accounting Codes header level when there are multiple PO lines, it will cause system errors and fail export to BFS.

Another option for orders with multiple lines would be to add a split by percent (% of Price) at the Accounting Codes header.