BearBuy Training

Below are Quick Reference Guides and webinars for learning how to use the BearBuy procure-to-pay system. Also on this page are:

Role

Description

Quick Reference Guide 

Webinar

Shopper

Shopping basics

Requester

Shopping and creating requisitions from carts

 

 

Requisition Approver

Approving requisitions

Requisition Optional Approver

Approving requisitions as an optional approver (Ad Hoc or Pre-Approver)

 

 

Voucher Approver

Approving vouchers (invoices) over $5,000

 

Match Exception Handler

Resolving Match Exceptions on vouchers.

The webinar training is required before obtaining the Match Exception Handler Role.

 

 

 

Topic

Description

Quick Reference Guide 

Webinar

BearBuy FAQ

Frequently Asked Questions about BearBuy

BearBuy FAQs

 

Manage Your User Profile Settings & Notifications

Review BearBuy roles and setting up your BearBuy profile settings and notifications

Navigating BearBuy

How to navigate through the BearBuy menus and pages

 

Finding Frequently Accessed Pages in BearBuy

Quickly locate commonly used BearBuy pages

 

BearBuy Icons

Learn about what various icons represent in BearBuy

 

 

Shop Using Hosted Catalogs

Shopping from supplier hosted catalogs

 

 

Filter Catalog Search Results

Refining hosted catalog search results

 

 

Shop Using Punch-out Catalogs

Shopping from supplier Punch-out catalog sites

 

 

Using BearBuy Forms

Using forms to request items or services not found in hosted or Punch-out catalogs

 

 

Selecting Ship-To Addresses

Selecting a shipping address for an order

 

 

Returned Carts/Requisitions

Why carts are returned and how to handle cart returns

 

 

Copy a Previous Requisition

Creating a new requisition by copying an existing requisition

 

 

Document Search

Searching for BearBuy documents

 

Looking Up Buying Activity

How to find a department's BearBuy buying activity

 

 

Receiving

Entering receipts for BearBuy purchase orders

 

 

View Payment Status

Viewing payment information on BearBuy vouchers

 

 

Data Privacy

Guidance for protecting restricted personally identifiable information following UC privacy policies and PHI/HIPAA guidelines.

 

Other Helpful Resources

Resource

Description

Supplier Registration

  • How to set up a new supplier in BearBuy
  • How to update an existing supplier’s record
  • How to enroll in Automated Clearing House (ACH)

America To Go (catering)

  • How to order catering
  • How to pay catering invoices

Catalog Suppliers 411  

  • Catalog vendor contact information, shipping leads times, fees

How To Buy

  • Instructions for specific BearBuy Forms and select Punch-outs, HIPAA, Imports/Exports, Prevailing Wage, Returns, etc.

Lien Management

  • Change Orders Requests
  • How to edit an existing PO
  • How to close a PO (to remove the lien in PeopleSoft)
  • How to research liens in PeopleSoft

 

System Requirements

Operating System

Certified Browsers

Windows

  • Internet Explorer 11
  • Firefox (latest version-automatically updated by Mozilla)
  • Chrome (latest version-automatically updated by Google)

Mac

  • Firefox (latest version-automatically updated by Mozilla)
  • Safari 4.0 or higher

 

External Attachment Requirements


Many UCSF suppliers are set up to receive POs via fax and email.  Your Supplier is set up to receive POs by fax or email, if after you input the Supplier name on a form, the Fax or Email field in the form's Distribution section of the form is populated. 

If you intend to attach a file to be sent to the Supplier along with the PO, you can attach the file as an External Attachment in BearBuy. The file must be one of the following file types.  

Document Extension

File Type

DOC, DOCX

Created by Microsoft Word

PDF

Adobe Acrobat

TIF

TIFF Image

TXT

ASCII Plain Text

XLS, XLSX

Microsoft Excel

HTML

HyperText Markup Language (HTML) files

MHTML

MHT web archive files; HTML with embedded images

PPT, PPTX

Microsoft PowerPoint

JPG/JPEG

JPEG files*

RTF

Rich Text Format

* JPG/JPEG files are generally supported, though not recommended, and not supported in all circumstances.

NOTE: Attempting to send a file with an extension that is not its native extension will result in a rendering error and could delay your order.

NOTE:  All Files must have a Document Extension.  For Mac and Linux Users, please consult your IT personnel to change your settings to show extensions.

 

Size and Attachment Number Limits


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