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 [email protected].  

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 that meet the criteria below. No Change Order Request needs to be submitted to close POs meeting these criteria. Liens on these POs will be relieved when they are closed.

  1. 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. 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 6 months
  • PO contains only the "Non-Catalog Form" AND has no PO or invoice activity for 6 months
  1. POs with low remaining balances that meet ALL of the following criteria will be automatically closed: