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Important BearBuy Updates

June 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:
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. Updated UCSF Substitute W-9 & Supplier Information Form
The UCSF Substitute W-9 & Supplier Information Form has been updated and is now available on the Supply Chain Management website. The updated form includes the payment terms options available to the supplier, which is now required information. The form also captures additional supplier information that enables the University to comply with Federal spend reporting requirements. 
Effective immediately, please use only the latest version of the form when requesting to add new suppliers. The current version of the form is 16.5. The version number can be found in the bottom right hand corner of the form. If any other version of the form is submitted, you may experience significant delays in setting up a new supplier.  
Did you know that BearBuy now has a hosted catalog for Give Something Back, a local small business office supply company?  Give Something Back offers competitive pricing for your office supply needs and is certified as a Small Business Enterprise (SBE) to fulfill federally funded agreement requirements. You can browse for their products in BearBuy by shopping at the top or clicking the Give Something Back catalog icon on the Shopping Homepage.
As previously announced, we will be transitioning Office Max from a BearBuy Punch-out site to a hosted catalog in an effort to simplify the ordering process for office supplies. The Office Max hosted catalog is currently available in BearBuy.
The hosted catalog will bring several benefits to campus customers:
  • Allow  "shop at the top" capability for all office supply products
  • Make it easier for customers to compare side by side pricing with items from other suppliers
  • Ability to use BearBuy's filtering tools to refine search results to specific categories or manufacturers
The Office Max Punch-out will no longer be available in BearBuy beginning July 1, 2016.  Please begin using the Office Max hosted catalog for your orders.  If you have saved favorite items in the Office Max Punch-out, please find the items in the Office Max hosted catalog and save them to your BearBuy favorites for future re-ordering. To learn more about BearBuy favorites, please review the BearBuy Shopper Guide's "About Favorites" section on page 2.
Distribution, Storage and Mail (DSM), part of UCSF Supply Chain Management, is changing its name to Logistics, effective immediately. The name change is meant to better reflect the variety of services, beyond distribution, storage and mail, which the unit offers to the campus community.
The many services offered by Logistics-DSM include:
Reports for the UCSF Inbound Freight Program and Outbound Freight Program summarizing UCSF shipments made through these programs have been moved
from the Supply Chain Management website to a new location.
The reports can now be accessed from BearBuy in the "BearBuy Reports" directory. Follow the directions below to access the reports.
1. Log into UCSF MyAccess.
2. Find and click on the "BearBuy" link.   
3. Once logged into BearBuy, on the left side of the Shopping Homepage, click on the "BearBuy Reports" link under the "Reports and Other Resources" heading.  
4. A new window opens, displaying several folders. Open the "VPL - Inbound Freight Report" folder OR the "VPL - Outbound Freight Report" folder (depending on which report you are interested in).   
5. Double click on the file in the folder to open or save a copy of the report.  
Q: My BearBuy profile does not have my email address or phone number and I am not receiving communication from suppliers about my BearBuy orders. How do I update my contact information in BearBuy?
A: It is very important that you have contact information in your BearBuy user profile. This information is listed on your purchase orders, in case the supplier needs to contact you about your order.
BearBuy obtains user contact information from various UCSF systems. The accuracy of your information in BearBuy relies on the accuracy of your contact information in other UCSF systems.
To update your BearBuy contact information, please review your information in various UCSF systems, such as the UCSF Directory and HR systems, to ensure that your contact information is available and accurate.  Your department's administrative group may be able to assist you in updating your information in various UCSF systems. Once your information is updated in UCSF systems, your BearBuy profile will be automatically updated with your contact information in a few days.
If you require additional assistance on updating your information in BearBuy or other UCSF systems, please contact the IT Service Desk at 415-514-4100, option 2 or appsupport@ucsf.edu