BearBuy Updates

June 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:

Bio-Rad Delivery Delays
Changes to Invoice Submission
100% Recycled Paper
Upcoming In Class Trainings
'Did you know?' Useful BearBuy Tip: Shoppers Viewing Orders

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. Bio-Rad Delivery Delays

Bio-Rad Laboratories will be undergoing a system upgrade from July 1 to July 5. Orders can be placed with Bio-Rad Laboratories between July 1 and July 5, but they will not be able to ship any orders during that time. Shipping will resume the week of July 6.

If you anticipate a need for Bio-Rad Laboratories products during the system upgrade, please plan ahead and place your orders well in advance or consider ordering from other suppliers. If you have questions about this system upgrade and the impact to your orders, please contact Bio-Rad Laboratories customer service at 1-800-424-6723.

2. Changes to Invoice Submission

UC Berkeley, as part of a UC system-wide contract, has partnered with the Transcepta Electronic Procure-to-Pay Network to provide our suppliers with enhanced invoice submission capability. Transcepta will work with many of our suppliers to convert invoices into an electronic format that can be sent directly to Bear Buy. Suppliers will be offered multiple channels to submit their invoices to Transcepta, including e-mail, web upload and EDI. Transcepta will send the invoice data to Bear Buy, where regular processing will be completed. Benefits of directing invoices through a single standard electronic process include:

Increased visibility to invoice images and payment status in BearBuy
Reduced potential for lost invoices
Reduced time spent and delays in multiple hand-offs of paper invoices
Improved opportunity to take advantage of available early payment discounts

Suppliers will on-board in phases throughout FY15-16. Should you have any questions about this transition, contact Central Accounts Payable at disburse@berkeley.edu.

3. 100% Recycled Copy Paper

Supply Chain Management is happy to announce a new option for copy paper now available in BearBuy that is both cheaper and more sustainable than our current standard paper Aspen 30, while still maintaining the same specifications as Aspen. The new Georgia Pacific Spectrum 100 is made with 100% Post Consumer Waste which will help campus achieve our sustainability goals.

The new copy paper is also the cheapest option available at $32.47 per carton. Please visit BearBuy and search Part Number P1999074PP or shop at the top for "Copy Paper" to locate the paper and for item information.

4. 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 Match Exception Preparer | June 19, 2015

Course Number: BEESS968-150619

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.

BearBuy Voucher Approver | June 24, 2015

Course Number: BEESS968-150624

Practical classroom training for the BearBuy Voucher Approver role. Participants will be shown 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 video.

5. "Did you know?" Useful BearBuy Tip: Shoppers Viewing Orders

Q: I am a Shopper but I am unable to search for Purchase Orders that others in my department have created. Why can I only see the orders that I created or own?

A: BearBuy Shoppers can only view orders that they created (prepared) and own. Shoppers cannot view orders that others have created. BearBuy roles including Requisition Creator, Voucher Approver, Receiver, Change Order Preparer and Match Exception Preparer can view all BearBuy Requisitions, Purchase Orders, Vouchers and Receipts.

If you are a Shopper and you require view access to orders created by others, you can ask your department about assigning you another BearBuy role such as Receiver.

For more information on BearBuy roles and requesting access, please view the BearBuy webpages: