Below are Quick Reference Guides and webinars for learning how to use the BearBuy procure-to-pay system. Also on this page are:
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Role |
Description |
Quick Reference Guide |
Webinar |
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Shopper |
Shopping basics |
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Requester |
Shopping and creating requisitions from carts |
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Requisition Approver |
Approving requisitions |
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Requisition Optional Approver |
Approving requisitions as an optional approver (Ad Hoc or Pre-Approver) |
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Voucher Approver |
Approving vouchers (invoices) over $5,000 |
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Match Exception Handler |
Resolving Match Exceptions on vouchers. The webinar training is required before obtaining the Match Exception Handler Role. |
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Topic |
Description |
Quick Reference Guide |
Webinar |
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BearBuy FAQ |
Frequently Asked Questions about BearBuy |
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Manage Your User Profile Settings & Notifications |
Review BearBuy roles and setting up your BearBuy profile settings and notifications |
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Navigating BearBuy |
How to navigate through the BearBuy menus and pages |
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Finding Frequently Accessed Pages in BearBuy |
Quickly locate commonly used BearBuy pages |
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BearBuy Icons |
Learn about what various icons represent in BearBuy |
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Shop Using Hosted Catalogs |
Shopping from supplier hosted catalogs |
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Filter Catalog Search Results |
Refining hosted catalog search results |
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Shop Using Punch-out Catalogs |
Shopping from supplier Punch-out catalog sites |
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Using BearBuy Forms |
Using forms to request items or services not found in hosted or Punch-out catalogs |
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Selecting Ship-To Addresses |
Selecting a shipping address for an order |
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Returned Carts/Requisitions |
Why carts are returned and how to handle cart returns |
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Copy a Previous Requisition |
Creating a new requisition by copying an existing requisition |
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Document Search |
Searching for BearBuy documents |
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Looking Up Buying Activity |
How to find a department's BearBuy buying activity |
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Receiving |
Entering receipts for BearBuy purchase orders |
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View Payment Status |
Viewing payment information on BearBuy vouchers |
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Data Privacy |
Guidance for protecting restricted personally identifiable information following UC privacy policies and PHI/HIPAA guidelines. |
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Other Helpful Resources
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Resource |
Description |
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System Requirements
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Operating System |
Certified Browsers |
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Windows |
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Mac |
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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.
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Document Extension |
File Type |
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DOC, DOCX |
Created by Microsoft Word |
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Adobe Acrobat |
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TIF |
TIFF Image |
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TXT |
ASCII Plain Text |
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XLS, XLSX |
Microsoft Excel |
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HTML |
HyperText Markup Language (HTML) files |
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MHTML |
MHT web archive files; HTML with embedded images |
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PPT, PPTX |
Microsoft PowerPoint |
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JPG/JPEG |
JPEG files* |
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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