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Important BearBuy Updates

October 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. ATTENTION: Action required by Requesters shipping to Parnassus Addresses
All non-urgent packaged items that Parnassus Requesters order through BearBuy should be routed through the Last-Mile Package Delivery Program (with few exceptions). When creating your requisitions, select "616 Forbes Blvd" as the delivery address. Be sure to select the "616 Forbes Blvd" address that corresponds to your Parnassus location.
Read more about the Last-Mile Package Delivery Program Pilot for Parnassus here. Additional information and instruction for the program is available in a webinar, guide, and FAQs.
Please select "616 Forbes Blvd" for all your non-urgent packaged items beginning TODAY, if you have not already done so.
Thank you.
  • For questions or comments about this program, please email logistics@ucsf.edu. 
  • For BearBuy support, please contact the IT Service Desk at (415) 514-4100, option 2 or appsupport@ucsf.edu. 
UCSF Supply Chain Management will be removing the HP Punch-out on November 1, 2016.  The reasons for this change are:
  • Purchase volume through HP's Punch-out is low.
  • UCSF ITS is set up to support Dell PCs, not HP's, and SCM has JACS models for Dell that we recommend to achieve volume purchases, thus providing the best discounts to UCSF via negotiations with Dell leveraging these volume purchase numbers.
  • HP computers should not be purchased due to security issues (encryption requirements which are automatically provided with Dell PCs) and lack of IT support.
For your HP peripheral needs, please purchase through OfficeMax, Give Something Back, or CDW-G. 

3. "Did you know" Useful BearBuy Tips
Q: Can I submit a Change Order Request to cancel my order with the supplier?
A: Before you submit a Change Order Request to cancel or close your purchase order (PO), please contact the supplier directly to cancel your order. After you have contacted the supplier and they have canceled your order, you can submit a Change Order Request in BearBuy to close the PO and relieve the lien.  When submitting your Change Order Request Form, specify in the Change Request Details field that the order was canceled. The closed PO will not be sent to the supplier.
Q: When I increase the PO amount, does it automatically resolve and pay a voucher that is in match exception?
A: No, your department Match Exception Handler still has to review and approve any vouchers that were in match exception before the PO was increased. However, an increase in the PO amount can prevent future invoices from also being in match exception.