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Important BearBuy Updates

July 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. Last-Mile Package Delivery to Expand
Environmental sustainability and mitigating traffic are important components of UCSF being a good neighbor locally and globally. To support these goals as outlined in the University's Long Range Development Plan, on August 22, Supply Chain Management (SCM) will expand its "last-mile" package-delivery program to all Parnassus locations. Additional campus locations will roll out the program throughout the fall.
The last-mile delivery program, managed by SCM Logistics (formerly Distribution, Storage and Mail (DSM)), currently routes packages from four vendors, Fisher Scientific, VWR, OfficeMax and Give Something Back Office Supplies, as well as the United States Postal Service, with additional vendors to be added in the next few months. Packages are delivered to our Oyster Point location where they are sorted and delivered the "last mile" that same afternoon. Instead of many vendor/courier trucks delivering hundreds of packages each day, Logistics-DSM runs 23 routes, safely and successfully delivering 600 to 700 packages a day with just a few vehicles.
Pilot Program Training for PARNASSUS
SCM will offer a live webinar on August 16 from 9 a.m. to 10 a.m. on how to select your delivery option within BearBuy. This webinar is intended ONLY for users who ship to Parnassus locations. Users who do not ship to Parnassus addresses should not attend this webinar. Space is limited, so please sign up early.
Additional training materials will be available on the Logistics-DSM website and BearBuy training page at a later date.
Contact Us
BearBuy will be unavailable between 6:00 PM on Friday, July 29 through 9:00 AM on Sunday, July 31 for system maintenance. To avoid delays, please complete all BearBuy requests prior to the system maintenance.
New BearBuy enhancements will be released August 1, 2016. A PowerPoint presentation outlining the new features is available under the 'Training' menu on the Supply Chain Management (SCM) website.  
The highlights of this release are:
  • New Small/Diverse Supplier Labels on Shopping Homepage
  • Improved Language for Warning Messages on Requisitions
In an effort to reduce the number of Change Order Request Forms departments submit to close Purchase Orders (POs) and to help departments better manage PO liens, Supply Chain Management (SCM) will be increasing the number of POs that are closed automatically.
Beginning August 29, SCM will automatically close POs that meet ALL of the following criteria:
  • PO has a remaining balance of $500 or less (not including tax) AND
  • PO is older than one year AND
  • There is no invoice activity for 6 months or more
These criteria will be used to close POs on an ongoing basis. No Change Order Request Forms need to be submitted to request these POs be closed.
To help departments identify POs that will be closed because of this change, SCM has published a one-time listing of purchase orders that meet the new PO closure criteria as of July 15, 2016.  To access this listing, navigate to the Shopping Homepage in BearBuy. On the left side of the page, click on the "Access BearBuy Reports" link. Open the file named "List of POs to auto close - August 29, 2016" to review the PO list. 

No departmental action is required to close POs appearing on this list. These POs will be automatically closed beginning August 29, 2016.
If you have a PO that appears in the above list, but you need to keep the PO open, send an email to bearbuy@ucsf.edu by August 26, 2016.  In the email, use the subject "PO Auto Close - POs to Keep Open" and specify the PO numbers that you need to keep open in the body of the email. 
This new PO close criteria does not impact POs that are regularly closed automatically today. POs that meet ALL of the following criteria will continue to be closed automatically:
  • PO is fully invoiced (fully expended) AND
  • PO is fully matched to invoices applied to the PO AND
  • PO has no PO or invoice activity for 30 days
POs meeting ONE of the following criteria will also continue to be closed automatically:
  • PO contains only catalog/Punch-out items AND has no PO or invoice activity for 6 months
  • PO contains only the "Non-Catalog Form" AND has no PO or invoice activity for 6 months
POs that do NOT meet any of the PO closure criteria will NOT be automatically closed. Departments will still need to submit Change Order Request Forms to close POs that are not automatically closed.
For any questions regarding automatic PO close, please email bearbuy@ucsf.edu.
There are 107 unique caterers/restaurants available in the America To Go (ATG) Punch-out today all offering a variety of cuisines - American, Pizza, Spanish, Chinese, Italian and much more!
With the continuous expansion of caterer/restaurants available in the Punch-out, America To Go would like to expand the number of departmental tastings offered to UCSF.
What is a departmental tasting?
Tastings are where ATG brings in sample food items from a selected group of America To Go caterer/restaurants for the department to taste from. An ATG representative works directly with the department to choose caterers/restaurants for the tasting based on the department's current and future event needs and event types.

What to expect:
  • Meet and greet selected caterers/restaurants
  • Menu tastings based on department's needs (food quality, presentation, etc.)
  • information on customizable orders
If you would like to participate in a tasting session, please contact Audrey Emmer from America To Go at audrey.emmer@americatogo.comYou may also contact Supply Chain Management (bearbuy@ucsf.edu) with any questions you may have about the program. 
Q: How do I make a change or close an existing purchase order and how long does this take?
A: You may submit a BearBuy Change Order Request Form to request Supply Chain Management change or close your purchase order (PO). Detailed instructions are available in the Change Order Request Guide. Be sure to fully describe your request and always provide a reason for your request.
Please allow 5-7 business days for your Change Order Request to be processed. Longer processing times may occur during UCSF's fiscal year end when there is a large volume of requests. Supply Chain Management will communicate special deadlines for submitting Change Order Requests during fiscal year end.