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:

Other Helpful Resources
System Requirements

External Attachment Requirements
Size and Attachment Number Limits

Role	Description	Quick Reference Guide	Webinar
Shopper	Shopping basic	PDF
Requester	Shopping and creating requisitions from carts	PDF
Requisition Approver	Approving requisitions	PDF
Requisition Optional Approver	Approving requisitions as an optional approver (Ad Hoc or Pre-Approver)	PDF
Voucher Approver	Approving vouchers (invoices) over $5,000	PDF
Match Exception Handler	Resolving Match Exceptions on vouchers. The webinar training is required before obtaining the Match Exception Handler Role. *See note below	PDF	VIEW

*Note: The BearBuy interface changed on April 6, 2020, but the instruction is still valid. We are in the process of updating the video training and it will be posted soon. The revised Match Exception Handler reference guide (above) shows the new interface.

Topic	Description	Quick Reference Guide
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	PDF
Navigating BearBuy	How to navigate through the BearBuy menus and pages	PDF
Finding Frequently Accessed Pages in BearBuy	Quickly locate commonly used BearBuy pages	PDF
BearBuy Icons	Learn about what various icons represent in BearBuy	PDF
Shop Using Hosted Catalogs	Shopping from supplier hosted catalogs	PDF
Filter Catalog Search Results	Refining hosted catalog search results	PDF
Shop Using Punch-out Catalogs	Shopping from supplier Punch-out catalog sites	PDF
Using BearBuy Forms	Using forms to request items or services not found in hosted or Punch-out catalogs	PDF
Selecting Ship-To Addresses	Selecting a shipping address for an order	PDF
Returned Carts/Requisitions	Why carts are returned and how to handle cart returns	PDF
Copy a Previous Requisition	Creating a new requisition by copying an existing requisition	PDF
Looking Up Buying Activity	How to find a department's BearBuy buying activity
Receiving	Entering receipts for BearBuy purchase orders	PDF
View Payment Status	Viewing payment information on BearBuy vouchers	PDF
Data Privacy	Guidance for protecting restricted personally identifiable information following UC privacy policies and PHI/HIPAA guidelines.	PDF
Contract Search	Searching for UC Contracts	PDF

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 and Other UC Contract Suppliers	Catalog vendor contact information, shipping leads times, fees Lists common UC suppliers and tips for ordering in BearBuy
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 (IE) 11 – only Firefox - latest version Chrome - latest version
Mac	Firefox - latest version Safari* - latest version
iPad	Safari* - embedded browser within the iPad

*Although Safari is supported, not all supplier punch-out sites support this browser.

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.