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Important BearBuy Updates


Dear BearBuy Users,


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


This month's BearBuy News:

As always, if you have any questions, please contact Customer Support at (415) 514-4100, Option 2 or appsupport@ucsf.edu for immediate assistance.

Thank you for your continued support, 


BearBuy Team 

UCSF Supply Chain Management

1. BearBuy System Maintenance


BearBuy will be unavailable between 6:00 p.m. on Friday, July 17 through 9:00 a.m. on Sunday, July 19 for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance. 


2. BearBuy 15.2 Enhancements Coming July 20 


New BearBuy enhancements will be released July 20, 2015. A PowerPoint presentation outlining the new features and revised Quick Reference Guides will be available under the 'Training' menu on the Supply Chain Management (SCM) website.  


The highlights of this release are:

  • One Shopping Homepage icon for suppliers that have both a hosted catalog and a Punch-out
  • Supplier classification icons display in My Approvals List
  • Canceled voucher payments or credits excluded from PO invoice totalFunds 


The Controller's Office consolidated several Funds as of July 1, 2015. BearBuy purchase orders containing consolidated funds will either be closed or updated. Details are available in the Controller's Office July Newsletter.


For questions on Funds Consolidation, contact the Controller's Office at COSolutionCenter@ucsf.edu or call (415) 476-2126.


For BearBuy related questions, email Supply Chain Management at bearbuy@ucsf.edu.


4. Purchase Order and Match Exception Process Best Practices


When preparing a request for goods and services where the exact amount to be spent in the Fiscal Year is not definitively known, the Best Practice is to estimate your expected use. If during the year your needs change and you will be spending more than originally estimated, you can process invoices above the original Purchase Order amount using the Match Exception process. If you process more than 2 Match Exceptions, the Best Practice is to either complete a BearBuy Change Order Request to add additional funds to meet your new expected needs in the Fiscal Year or close the current Purchase Order and issue a new Purchase Order for your additional requirements.


5. "Did you know" Useful BearBuy Tips


Q: Can I use BearBuy to purchase Apple and Dell items for personal use?


A: No. BearBuy purchases are for official UCSF business use only.  However, Apple and Dell do offer UCSF staff, faculty, and students, discounts on personal purchases outside of BearBuy.


Dell discounts start at 2%, but vary depending on current offers. Dell also has monthly specials. Contact the UCSF Dell personal purchases sales representative, Nicola Miller (Nicola_Miller@Dell.com), to receive monthly emails about Dell specials.


To order Dell products for personal purchases, visit www.dell.com/dellu/ucsf. Select "Recommended Configurations" to shop JACS computer models that are used at UCSF.  Discounts are available on other models. Purchases must be made with a personal credit card. Additional details on Dell personal purchase discounts are available at 



Apple education pricing is available to college students, students accepted to college, parents buying for college students, faculty, homeschool teachers, and staff.  Discounts include saving up to $200 on a new Mac and up to $20 on a new iPad. No discounts are available for iPhones or Watches.


To order Apple products visit http://store.apple.com/us-hed. Select the University of California San Francisco as your school using the "Change Your School" link before beginning shopping on the site.