Shopper

Anyone with a UCSF MyAccess account can log into BearBuy and place items in a shopping cart. However, only Requesters can submit orders. If you do not have the Requester role, assign your shopping cart to one of your department’s designated Requesters to submit the order for you. Your department’s Access Administrator can tell you who is a Requester in your department.

Note: Most UCSF Health departments do not use BearBuy at this time. For assistance with purchases, please contact UCSF Health Supply Chain.

Accessing BearBuy

1. Login to your UCSF MyAccess account.
2. Click on the BearBuy link to open the application.

BearBuy Shopping Process

Most purchases follow a routine BearBuy workflow. When a shopping cart is going through checkout or approvals, it may be referred to as a "requisition." Once the requisition is fully approved, the purchase order (PO) will be generated. The supplier will process the order and it will be fulfilled.

The BearBuy catalogs contain thousands of items from preferred suppliers, such as Fisher Scientific and Office Depot, at UC-contract prices.

1. Enter a description of the item in the large search box at the top of the BearBuy homepage, and click the magnifying glass to start your search.
   
2. Enter the quantity and click the Add to Cart button.
   
3. A pop-up message confirms the items were added to your cart. From here, you can select View Cart or continue shopping.
   
4. When you are finished shopping, click the View Cart button in the pop-up or click on the shopping cart icon at the top of BearBuy and then click View My Cart.
   
5. Assign the cart to your department's Requester.
   

Helpful Hints for Searching for Catalog Items:

• Search terms: To narrow your search, enter more specific criteria, such as the product description, catalog number, part number, supplier or manufacturer name, and dimensions.
  
• Supplier catalog: Click on a supplier's icon to reveal a search box where you can search for items from only that supplier. Note: For most suppliers, this will only search the BearBuy catalog (not a punch-out).
  
• Advanced Search: Click the Advanced link (located above the search bar) to narrow your search further or exclude keywords.
  
• Filter: The filters on the left can help you narrow your search results based on the supplier, supplier class (such as small business), manufacturer, or product category.
  
• Sort: By default, search results will be sorted by Best Match. Select a different option from the dropdown, such as Price: Low to High.
  
• List vs. grid view: By default, search results will be displayed in a grid view. Click the list icon to display the items in a list. Click the grid icon to return to the grid display.
  
  
• Compare: Select items to compare side by side. In the grid view, select the arrows icon, or in List view select the Compare link next to the item. Once you have selected several items to compare, click the Compare link at the top (located above the search results).
  
  
  
• Favorite: Save favorite items for quicker reordering. Click the heart icon next to the item. For more details, jump to Favorites.
  

A punch-out is an e-commerce website maintained by the supplier specifically for UC and other government/education customers. The sites contain products available to purchase at UC-contract prices and customizable items, such as computers, furniture, and lab materials including oligos. Punch-out sites retain the look and feel of the supplier’s regular public website; however, checkout will result in the products being returned to your BearBuy shopping cart.

• Example punch-outs include Dell, CDW-G (for Apple products), One Workpace (for furniture purchases), Fisher Scientific, Life Technologies, and Integrated DNA Technologies (IDT).
• All punch-outs are accessible through the BearBuy Shopping Hompage. They are identified by an arrow symbol above the supplier’s logo, or the supplier’s icon will display the text Catalog & Punch-out.
   
   
   
• Note: Product pricing and availability may vary between the supplier’s public and University websites.

1. Click on the supplier's logo to open the Punch-out site. Note: You may need to click a second Punch-out link that appears when you click on the supplier’s icon (ignore the search box – that will only search within the BearBuy catalog, not the punch-out).
    
    
2. Wait a moment for the punch-out to open in a new browser window.
3. In the punch-out, search and add items to your shopping cart.
   1. For assistance using the punch-out or to obtain a quote, contact the supplier: Catalog Suppliers 411
   2. Additional guidance is available for the following suppliers:
      1. America To Go (catering)
      2. Dell and CDW-G (computers and peripherals)
      3. Gift Card (gift cards)
      4. One Workplace (furniture)
4. After adding items to your cart in the punch-out, follow the supplier’s directions for submitting the items back to BearBuy (each supplier’s site may differ).
5. To exit the punch-out, you may need to close the browser window and click the Cancel Punch-out button.
    
6. When viewing your BearBuy shopping cart, you may be able to return to the punch-out and edit your order by clicking the Modify Items link (located above the line items in your cart).
    
7. Assign the cart to your department's Requester.
   

Place your order using a form if you can't find the item in the BearBuy catalogs or you need to order services, such as gas deliveries, document shredding services, or hiring a translator.

• The forms are located on the BearBuy homepage, near the bottom. They are identified by a paper symbol.
  
• The forms available for placing orders with suppliers are Amount-based PO, Non-Catalog, Capital Equipment, DEA Controlled Substances, Facility Rental, Professional/Personal/Consulting Services, Relocation/Household Moves, Software and Cloud Computing, and Standing Order Amt (for ReadyRefresh).
  

• Hover over the form to reveal an information icon with a description of the form's purpose, or click on the form and read the description on the left side of the form.
  
   

  When you're ready to start your order...

• Click on the form to open it. The form will open in your browser window.
  
• Carefully read the instructions on the left side of the form and follow any links to additional guidance on the SCM website.
  
• Supplier: Start typing the supplier name and select it, or click the Request a New Supplier link to redirect to the Supplier Registration forms required to add a new supplier to BearBuy.
  
• Fulfillment Address: This is the supplier's address where the order will be fulfilled. You may be able to select a different address if the pencil icon appears. For example, when placing an order with another university, you'll want to select the correct department or lab. To add or update an address, email [email protected] for assistance.
  
  
• Enter all required information indicated with an asterisk (*) on the form, such as the product description and price.
  
• Attach any required or relevant documentation, such as a quote or contract. Helpful Hint: The supplier only needs one copy of each document – don't attach the same document multiple times to the same order.
  • Click the Add button to add an Internal Attachment or External Attachment. Internal Attachments are viewable only in BearBuy, whereas External Attachment are viewable within BearBuy and a copy will be sent to the supplier.
    
  • Click the SELECT FILES button and browser for the document. Wait for the document to fully load, and then click the Save Changes button.
    
  • The document now appears on the form.
    
  • To remove the attachment, click the ellipses (...) and select Remove.
    
• When you're ready, select the Add And Go To Cart button located at the top of the form (or select "Add to new Cart" from the dropdown).
  • Note: Add to Cart will add the form to your cart and keep a copy of the form open and completed on your screen so you can quickly add another item to your order. Remember to edit any relevant fields before adding the form to your cart again.
  • Note: Add to Cart and Return will add the form to your cart and keep the form open but blank so you can add another item to your order.
    
• The form now appears in your cart as a line item. If you need to edit the information on the form, click on the Item description to re-open the form.
  
• From here, you can click the BearBuy logo to return to the Shopping homepage to continue shopping.
  
• When you're finished shopping, assign the cart to your department's Requester.
  

After you've assigned the cart to the Requester, the Requester will complete the checkout process and submit the order. The order will route for any necessary approvals in BearBuy, and then the Purchase Order (PO) will be dispatched to the supplier. Typically, the supplier will email you an order confirmation. For order status inquiries, please contact the supplier directly—order status/tracking is not available in BearBuy. Learn what types are orders are delivered by UCSF Logistics.

Warning: Do not use a BearBuy form to submit an invoice for goods/services if you have a purchase order (PO). Read more about submitting an invoice for payment.