Important BearBuy Updates

March 2016

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:

BearBuy Scheduled System Maintenance 3/19
REMINDER: BearBuy System Downtime 3/23-3/28 and Processing Deadlines
After the Fact PO Process
"Did you know?" Useful BearBuy Tip

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 Scheduled System Maintenance 3/19

BearBuy will be undergoing scheduled system maintenance on Saturday, March 19 between 5:00 AM to 7:00 PM. BearBuy will be accessible, but new requisitions and purchase orders will not be processed during the maintenance period. To avoid delays, please complete all BearBuy requests prior to the system maintenance.

2. REMINDER: BearBuy System Downtime 3/23-3/28 and Processing Deadlines

BearBuy will be unavailable from 9:00 PM on Wednesday, March 23 until 7:00 AM on Monday, March 28 to accommodate an upgrade to PeopleSoft, the university's financial system.

Please plan ahead and submit all requisitions in advance of this system downtime. BearBuy will not be accessible and requisitions cannot be generated during the downtime period.

For requisitions that require Supply Chain Management (SCM) review and need to be processed before the system downtime, please ensure that SCM receives the requisitions by the deadline below:

Type of Transaction	Deadline
Requisitions requiring SCM Buyer Approval	SCM must receive requisitions by March 17, 2016*
Change Order and Lien Removal (PO Close) Requests	SCM must receive requisitions by March 17, 2016*

SCM will make every effort to process requisitions that are received by the deadline.

*Please provide accurate and complete information on your requisitions. Incomplete and problematic requisitions result in processing delays and may not be approved before the system downtime begins.

3. After the Fact PO Process

Per UC BUS-43 policy, Purchase Orders (PO) should be used for purchases. POs ensure proper policy and insurance compliance, authorization, and financial controls. Purchases made without first issuing a PO (after the fact purchase) is unauthorized per UC policy.

To improve policy compliance, the campus must follow a new process as of March 1, 2016 for after the fact purchases. After the fact purchases will be tracked for reporting purposes in this new process.

For complete details on the after the fact PO process, please review the full After the Fact PO Process Announcement, the After the Fact How to Buy Guide, and the BearBuy After the Fact PO Form Overview Presentation.

4."Did you know" Useful BearBuy Tips

Q: Why is the order total listed in the America To Go (ATG) Punch-out different from the amount that appears on the BearBuy Cart?

A: The order total in the ATG Punch-out includes the subtotal, estimated tax, any applicable service/delivery fees, and tips.

When the order is added to the BearBuy cart, the amount displayed only includes the order's subtotal and service fees. Tax, tip and delivery fees in general do not appear in BearBuy carts, requisitions, or Purchase Orders as these charges will be calculated and applied when the voucher is created for that order. Instead of displaying an amount for tax, the Taxable checkbox will be checked to indicate the order is taxable.