BearBuy

BearBuy is the UCSF campus e-Procurement system used for purchasing goods and services. It is an online application that automates many aspects of the procurement process including: requisition creation and approval, sending purchase orders to suppliers, invoice approval, and payment.

The system is integrated with PeopleSoft (UCSF’s financial system) to facilitate invoice payment, lien management, and financial reporting.

UCSF Campus Preferred Purchasing Method

BearBuy is the preferred method to purchase goods and service.

  • Favorable Pricing: The electronic catalogs in BearBuy contain thousands of items available to order at UC-contract prices. Catalog suppliers' systems are integrated with BearBuy for the most reliable purchasing and payment experience.
  • Flexibility: Can't find what you need in the catalogs? Place your order using one of the electronic, fillable forms in BearBuy. Read more about registering a new supplier.
  • Compliance: When you place an order in BearBuy, your order (requisition) routes to the appropriate UCSF approvers before being dispatched to the supplier in the form of a purchase order (PO). The PO tells the supplier what you want to order, pricing and other terms of the agreement. POs are required to comply with UC BUS-43 policy because POs ensure proper policy and insurance compliance, authorization, and financial controls.
    • Note: For a supplier that won’t accept a PO, consider using a UCSF Procurement Card (P-Card).

UCSF Health

Most UCSF Health departments do not use BearBuy for purchases at this time. Please consult with UCSF Health Supply Chain for guidance on purchasing.

Access & Availability

BearBuy is available 24/7. The application is accessible through UCSF MyAccess.

When you're ready to shop:

  1. Log into your UCSF MyAccess account
  2. Click on the BearBuy link to open the application
  3. Review the BearBuy Training materials for your role
  4. For immediate assistance, contact the BearBuy specialists at the IT Service Desk at (415) 514-4100, option 2 or [email protected] (M–F, 8 am–5 pm).

Roles & Responsibilities

Anyone with a UCSF MyAccess account can log into BearBuy and place items in a shopping cart. However, only Requesters can submit orders. If you do not have the Requester role, assign your shopping cart to one of your department’s designated Requesters to submit the order for you. Your department’s Access Administrator can tell you who has the Requester role in your department.

System Requirements

Operating System

Certified Browsers

Windows

  • Internet Explorer (IE) 11 – only
  • Firefox - latest version
  • Chrome - latest version

Mac

  • Firefox - latest version
     
  • Safari* - latest version
iPad
  • Safari* - embedded browser within the iPad

*Not all supplier punch-out sites will support the Safari browser.

External Attachments

Documents (such as quotes) may be attached to orders in BearBuy. External Attachments will be sent to the supplier, along with your PO. The following document types are compatible with the BearBuy system:

  • Adobe Acrobat (PDF)
  • ASCII Plain Text (TXT)
  • Hyper Text Markup Language files (HTML)
  • JPEG files (JPG/JPEG) - not recommended, may not be supported in all circumstances
  • MHT web archive files; HTML with embedded images (MHTML)
  • Microsoft Excel (XLS, XLSX)
  • Microsoft PowerPoint (PPT, PPTX)
  • Microsoft Word (DOC, DOCX)
  • Rich Text Format (RTF)
  • TIFF Image (TIF)

Warning: Please convert emails to PDF before attaching the document to your order as an External Attachment. The system cannot transmit a ".msg" file to the supplier.

Size and Attachment Number Limits

  • Maximum of 10 file attachments
  • Maximum attachment file size (internal plus external attachments): 30 MB
  • Maximum total file size of external attachments: 10 MB recommended

 

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