Managing Liens

Liens

A lien is created when a purchase order (PO) is generated. Typically, a lien is liquidated/relieved when invoices are entered against the PO. This does not mean a payment has been made, but only that the lien has been reduced by the amount of the invoice expensed. A lien should liquidate to zero by the time the PO is fully expensed or is closed

If you have lien questions, please send them to Bearbuy@ucsf.edu.  

Change Orders

Use the BearBuy Change Order Request Form to request a change to a BearBuy Purchase Order that has been sent to the supplier or to close a PO and remove the lien.

Please allow five to seven business days for your Change Order Request to be processed. Longer processing times may occur during UCSF’s fiscal year end when there is a large volume of requests. Supply Chain Management will communicate special deadlines for submitting Change Order Requests during fiscal year end.

Review the information below for more information on submitting a Change Order Request Form

 

REQUEST HOW TO SUBMIT REQUEST
Move/transfer liens (Chartfield Change) Submit a BearBuy Change Order Request form and select Chartfield Change as the Type of Change.
Liquidating/relieving Liens Submit a BearBuy Change Order Request form and select Chartfield Change as the Type of Change.
If a is PO closed, but there is still a lien

Submit a BearBuy Change Order Request Form and choose Close entire PO (remove lien) as the Type of Change.

In the Change Request Details box, specify that the PO is closed, but the lien is not liquidated.

Note: We are not able to only relieve partial liens. All liens must match the remaining balance of your PO.

Purchase Orders that are Automatically Closed

Supply Chain Management (SCM) will automatically close purchase orders (POs) that meet the criteria below. No Change Order Request needs to be submitted for POs meeting these criteria. Liens on these POs will be relieved when they are closed.

  1. Completed POs – Fully expended POs that meet ALL of the following criteria are automatically closed:
  • PO is fully invoiced (fully expended) AND
  • PO is fully matched to invoices applied to the PO AND
  • PO has no PO or invoice activity for 30 days
  1. Inactive POs – POs without recent activity that meet ONE of the following criteria are automatically closed:
  • PO contains only catalog/punch-out items AND has no PO or invoice activity for six months
  • PO contains only the “Non-Catalog Form” AND has no invoice activity for six months

    3. Low-Balance POs – POs with low remaining balances that meet ALL of the following criteria are
        automatically closed:

  • PO has a remaining balance of $500 or less (not including tax) AND
  • PO is older than one year AND
  • PO has been invoiced at least once but there is no invoice activity for six months or more

Purchase Orders That are Automatically Re-Opened

Supply Chain Management (SCM) will automatically re-open purchase orders (POs) where Accounts Payable receives an invoice and the PO meets all the criteria below. AP will directly coordinate with SCM on re-opening the POs. Departments do not need to submit Change Order Requests to re-open these POs. 

  • POs that meet ALL of the following criteria are automatically re-opened:
  • AP receives an invoice for a closed PO AND
  • SCM automatically closed the PO because it was an inactive PO or it had a low balance (see above close criteria) AND
  • PO has an open balance amount or contains a PO line where an invoice can be applied

Please note that delays in payment may occur if the PO funding is expired. AP may contact the department that owns the PO to provide updated funding to pay the invoice.