News

By LCortez on
May 16, 2019

The fiscal year-end is rapidly approaching and Supply Chain Management (SCM) would like to remind you of important upcoming dates when buying goods and services during this time. 
 
Please pass this message to anyone who may:

  • Need to have a purchase order issued before fiscal year-end
  • Need to have a lien removed or chartfield change before fiscal year-end 
  • Need to submit invoices or expense reports for payment before fiscal year-end

Purchase Orders (PO)

Approved BearBuy requisitions that are routed to SCM by close of business on May 31, 2019, for an amount of less than $50,000 with complete documentation, will have purchase order issuance before fiscal year-end. Approved requisitions received after May 31, 2019, if complete documentation is provided, will be processed on an as-received basis and SCM will do their best to issue the PO before June 30, 2019.
 
To ensure requests for goods and/or services are ordered before year-end, Requesters should:

  • Include the comment "FUND YEAR EXPIRING 6/30/2019" on the BearBuy requisition so the requisition may be prioritized appropriately.
  • Send a "heads up" email to your department-assigned buyer to notify SCM about time-sensitive orders. 
  • Ask all vendors providing quotes to mark their fiscal year-end specials, if applicable. Mark these requisitions "QUOTE EXPIRING 6/30/2019" to aid us in appropriate prioritization.

Lien Removal (PO Close) and Chartfield Change

Requests received in SCM by close of business Friday, June 7, 2019, will be processed before fiscal year-end provided that the information in the request is accurate and complete. Lien removal requests (PO close) or chartfield changes with accurate and complete information received after June 7, 2019, will be processed on an as-received basis. SCM cannot ensure completion of requests received after June 7, 2019, but will make best effort to process these late submissions by fiscal year-end. 
 
To help ensure requests to remove liens (PO close) or chartfield changes are processed before year-end, we urge departments to follow these guidelines:

  • Purchase Order with Expired Fund: Work closely with Contracts and Grants Accounting to check expiring funds. Forward any requests to close out Purchase Orders to SCM EARLY. BearBuy Match Exception Handlers will need to resolve all match exceptions prior to requesting closure of POs. Invoices must be paid before liens can be removed. 
  • BearBuy PO Lien Removal (PO close): Use the BearBuy Change Order Request Form to request lien removal. Select "Close Entire PO (and Remove Lien)" as the Type of Change. 
  • BearBuy PO Chartfield Change: Use the BearBuy Change Order Request Form to request a chartfield change. Select "Chartfield Change (Account Code)" as the Type of Change. 

Please provide accurate and complete information on your requests. In the year-end crunch, incomplete and problematic requests may result in delay in processing due to necessary follow up. 

For any questions regarding fiscal-close procedures with your POs, please email [email protected]

Accounts Payable

Accounts Payable (AP) must receive the following documents and requests by June 28, 2019, 5 p.m. to be processed for FY19:

  • Invoices
  • Check Requests or BearBuy Payment Request Forms
  • Meeting and Entertainment Forms
  • Approved MyExpense reimbursements

All items must be complete, accurate, legible, and the applicable POs must be open and valid to ensure processing by AP. Any requests received after June 28 with an invoice date of June 30 or before, will be posted in FY19 as time permits. Priority will be given to those requests received prior to the June 28 deadline. Accounts Payable opens for FY20 on July 15 and will begin normal processing.

The deadline to submit accrual requests to AP for invoices greater than $100,000 related to FY19 is July 24, 2019, noon. Send invoice accrual requests to Melissa Gee at [email protected]. The request must be  complete, accurate, and include the: 

•    Invoice, PO number, and if available other supporting documentation (i.e. proof of delivery, service agreement milestones, etc.)
•    Approval from the department Finance Manager confirming the invoice is ready to pay in the new year and that the chartstring is correct 

After July 24, 2019 only invoices greater than $300,000 will be reviewed and coordinated through designated control points for accruals.

BearBuy Match Exceptions invoice accruals are made by AP for invoices received, but not yet paid because of missing approvals.

PROCUREMENT CARD (P-CARD)

All P-Card transactions for the June 25, 2019 statement period must be reallocated and approved in US Bank Access Online by July 3, 2019, 5 p.m. to be booked in FY19.

Thank you for helping us to support your success.

By CT_admin on
January 15, 2019

Under UCSF policy, the office of University Relations, in partnership with Supply Chain Management, oversees and administers a program of charitable giving and support for the community on behalf of the campus. In line with this policy, departments large and small contact University Relations for review and approval of their donations and sponsorships to non-profit organizations, and University Relations ensures that these donations are made to appropriate parties, for appropriate reasons, in order to protect the mission of the University. Once University Relations confirms approval, departments follow their internal purchasing and approval procedures.

Up until now, UCSF has been operating with a strict “wet signature only” process. However, in response to feedback from numerous departments about the timeliness of approvals, University Relations is implementing a new DocuSign approval flow for sponsorship and donation requests, with the support of Supply Chain Management, the Controller’s Office, and the Chancellor’s Office. It is our hope that, especially for higher dollar donations requiring the Chancellor’s signature, this new approval flow will speed up the process of reviewing and approving sponsorship and donation requests. Read more...

Going forward, please continue to email your sponsorship and donation requests to Edward Samayoa ([email protected]), University Relations’ Operations Manager, for initial review. As always, please include the Supplemental Form for Donations & Charitable Contributions along with all relevant backup documentation, including invoices, solicitations, etc., with your request. University Relations will initiate the DocuSign approval flow, and will include the original requester’s email address in the flow so that the requester will automatically receive the fully-signed request packet once all approvals have been recorded.

Thank you for your continued generosity and partnership, and please feel free to direct any questions you may have about UCSF’s program for charitable giving to non-profit organizations to Edward Samayoa, Operations Manager at University Relations ([email protected]) or Michael Fortes, Director of Office Operations and University Relations ([email protected]).

 

By CT_admin on
January 10, 2019

Match exceptions occur when UCSF receives an invoice that doesn't match our purchase order (PO). UCSF typically experiences more match exceptions at the beginning of the year when suppliers update their annual price files.

The pricing in BearBuy is submitted by the supplier and approved by the University of California Office of the President (UCOP) and/or UCSF. Unfortunately, sometimes suppliers begin invoicing based on new pricing before UCOP/UCSF approves the pricing in BearBuy. In those instances, we can have match exceptions.

The following information will help you if you experience a match exception: 

  • Purchase orders (POs) are binding contracts when a supplier ships goods against them. That means your department is not responsible to pay more than the price listed on the PO (even if the supplier asks you to do so). Note that shipping and tax are not included on the UCSF POs, so that's a different matter. If the supplier disagrees with the pricing on the purchase order, they must call you BEFORE shipping the product and give you the opportunity to cancel or approve the order.
  • Departments need to consider the cost of their time, their departmental policies and their supplier relationship when deciding whether to dispute a charge. If you decide to dispute the match exception with the supplier, you can email the supplier directly citing the PO number and letting them know:
    • UCSF is unable to pay the invoice you submitted for Purchase Order (PO) BXXXXXXXXX because the invoice does not match the PO. Please send an invoice to UCSF Accounts Payable that matches the PO so that UCSF can authorize payment.
  • What if the catalog supplier tells me that BearBuy has the wrong price?
    • BearBuy catalog pricing is generally the "correct price" that has been approved by both UC and the supplier. Even if the catalog pricing does not reflect the price increases for the year, it is the most current "approved pricing." If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
  • What if the catalog supplier tells me that UCOP/UCSF approved the higher pricing and I should approve the match exception?
    • If you issue a PO and the supplier fulfills the order, the price on the PO is binding. If the supplier has a question regarding BearBuy catalog pricing or has concerns about their BearBuy catalog, refer them to Supply Chain Management.
  • What if I have a price match exception with a non-catalog supplier? 
    • UCSF POs are still binding when the non-catalog supplier fills the order. If they did not call you to validate the price difference, then you are not obligated to pay any more than the price on the PO. However, because UCSF may or may not have a relationship with the supplier, you may have little recourse in disputing that match exception, especially if you rely on that supplier for ongoing goods/services critical to your operations. 


For more information on match exceptions, please visit the SCM website:

By CT_admin on
December 17, 2018

You've placed a furniture order through the One Workplace punch-out in BearBuy and now you'd like to check its status. Order status can be viewed on the UCSF punch-out site in the Order Lookup.  At the top of the page, click the Reporting drop-down menu and select Orders.

Click on Reporting

On the Order Lookup page, you can scroll to find your order, or you can use the search functions to filter by Date. If you know your Order number, you can use the Order field to search. You can also complete a lookup using keywords in the title or Purchase Order Number.

 

Order Number

Click the Order Number in the search to open the Order Details page. You will see the Order Details header that includes an Order Status Table.

To view the order status by line, click the Expand All drop-down.

 

 

Each line item displays its own order status. You can view the current status of each item by line.

 

Key

  • Processing – The Purchase Order has been received and the Order is being processed.
  • Manufacturing – The Order has been sent to and acknowledged by the Manufacturer.
  • Delivery – Item has been delivered to the campus.
  • Invoice – The Purchase Order has been invoiced.

 

Estimated Delivery Date

The Estimated Delivery Date is based on the date that the product is expected to arrive on campus. This is an estimated date and is subject to change.

 

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