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.

1. BearBuy System Maintenance

  

BearBuy will be unavailable between 6:00 p.m. on Friday, November 13 through 9:00 a.m. on Sunday, November 15 for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance. 

 

2. BearBuy 15.3 Enhancements Coming November 16

• Quick Menu at Top of Screen Persists when Scrolling
• New Look on Cart Assignment/Submission Confirmation Screen

  

Buyer Intervention Checkbox: What is it?

 

The Buyer Intervention checkbox routes requisitions to your department assigned Buyer on an adhoc basis when BearBuy would not normally route the order to a Buyer.

 

When do I check this box?

 

For orders under $5,000.00 that normally would not route to a Buyer AND when:

• A signature is required: There is a contract, order form, or estimate that requires a signature from a University representative (such as Photography, Writer)
• A supplier wants to use their own Terms and Conditions and/or won't accept the UC standard Terms and Conditions (such as Software Licenses)
• Purchasing Software as a Service: Any software solutions or cloud services that will have access to any protected information (Financial, Student, Personally Identifiable)
• Purchasing temporary staffing using a non-contracted firm
• Purchasing restricted items such as explosives
• A Non-Disclosure Agreement is needed

Before checking the Buyer Intervention checkbox, review your cart's PR Approvals tab to determine if your requisition already routes to a Buyer. If the requisition already routes to a Buyer, there is no need to check the Buyer Intervention checkbox.

Buyer Intervention should not be used when there is an existing method to route the requisition to a Buyer. For example, if your purchase involves Protected Health Information and is subject to HIPAA, use the BearBuy form's HIPAA dropdown option instead of Buyer Intervention to route your requisition to a Buyer. Another example is when purchasing DEA Controlled Substances, use the BearBuy DEA Controlled Substances Form to route your requisition to a Buyer rather than using Buyer Intervention.

How do I check the box?

1. After you have completed shopping for all your items, navigate to your shopping cart
2. In your shopping cart, click the Proceed to Checkout button
3. Navigate to the General section within the Summary tab
4. Click the edit button next to the section containing the Buyer Intervention name
5. A pop up window appears
6. Check the Buyer Intervention box and click the Save button
7. Complete the shopping process like you normally would
8. The Buyer assigned to your department will now be added as an approver on the requisition

     

5. Surplus Program to Focus on Capitalized Equipment

Effective Monday, Nov. 16, the University Surplus program will be modified to focus on the resale of capitalized equipment. The revised program managed by Supply Chain Management's Distribution, Storage and Mail (DSM) unit will cover any piece of UCSF-owned equipment originally purchased at a cost of $5,000 or more, or any grandfathered capitalized equipment that is still being tracked through the Capital Assets program.

 

DSM will continue to address all non-capitalized surplus items through its Labor Services division. Please contact DSM at dsadmin@ucsf.edu or call (415) 502-6245 to complete a labor services request to remove any unwanted items.

DSM is also continuing to collaborate with the Facilities Recycling and Waste Reduction Services team to provide options for departments to effectively deal with surplus removal in a manner that supports the university policy and procedures regarding surplus, as well as all sustainability, recycling and reuse programs.

As part of this program change, on Nov. 16 the BearBuy Surplus Form will be removed from the BearBuy Shopping Homepage and should no longer be used for requests. Effective Nov. 16, Capital Asset Surplus requests should be submitted via the new form available on this page:  supplychain.ucsf.edu/surplus.

For full details and FAQ regarding the Capital Equipment Surplus Program, as well as general surplus removal program, please follow these links that will be live on Nov. 16:

Overview:  supplychain.ucsf.edu/surplus

FAQ:  supplychain.ucsf.edu/surplus-faqs

 

6. Changes to Purchase Order Close Process Coming Soon

Supply Chain Management will be increasing the number of purchase orders (POs) that are closed automatically. Increasing the number of POs that are closed automatically will help departments better manage PO related encumbrances and reduce the number of Change Order Requests departments submit to close POs. No changes will be made at this time, but more details about PO closure changes will be released in future BearBuy newsletters. 

 

  

A: The STOP sign indicates that the selected supplier does not accept purchase orders (POs).  BearBuy POs cannot be created for these suppliers. The STOP sign will not prevent you from submitting a Payment Request Form for these suppliers.

If you believe the supplier accepts POs, confirm with the supplier that they accept POs and obtain the supplier's fax number and/or email address where POs should be sent.  Submit this information to vendors@ucsf.edu, and we will update the vendor profile to remove the STOP sign.  After the STOP sign is removed, you will be able to create a PO for the supplier.

For more information about the Supplier Registration Process, please visit the Supply Chain Management website.