News

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.

 

By CT_admin on
November 19, 2018

Come to the next BearBuy Office Hours to get your BearBuy questions answered in person. No appointment is needed. The event is first come, first served.

The next three BearBuy Office Hours will be held on:

  • Tomorrow, November 20 from 9 a.m. to noon at Parnassus, Campus Library, Room 221
  • December 6 from 9 a.m. to noon at Mission Bay, Mission Hall, Room 2109
  • December 7 from 9 a.m. to noon at Parnassus, Campus Library, Room 210

Supply Chain Management representatives will be available at these locations to answer BearBuy questions such as:

  • Navigating BearBuy
  • Shopping using catalogs and forms
  • Submitting or approving orders
  • Managing purchase order changes
  • Searching for BearBuy documents
  • Ways to optimize and streamline your BearBuy purchases
  • Managing your BearBuy settings and email alerts

We are here to help, so please come visit us with your BearBuy questions. 

We can answer many BearBuy questions, but if you have payment-related questions, please contact the SCM Accounts Payable Helpdesk directly at [email protected].

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