BearBuy FAQ

Q: Who can I contact for help with BearBuy?

A: For help, contact the IT Service Desk at [email protected] or (415) 514-4100, option 2.  The BearBuy specialists at the IT Service Desk can provide technical support, how-to help using the system, and answer questions about basic purchasing.

For invoice inquiries, please submit a ticket to the SCM Response Team.

Q: How do I access BearBuy?

A: Log into your UCSF MyAccess account. Then, click on the BearBuy link to open the application. Note: You may need to click on the Manage Favorites button on MyAccess to view the complete list of applications.

Q: What do I need to do to shop in BearBuy?

A: Anyone with a MyAccess account can go into BearBuy and put items in a cart. However, you will need to assign the cart to your department's Requester to submit the order.

Q: Who is my department's Requester?

A: Please ask your supervisor or Finance Manager for guidance.

Q: I don’t know what BearBuy role I have – how do I find out?

A: In BearBuy, click on your user profile icon at the top of the page > View My Profile> User Roles and Access > Assigned Roles.

Q: I need to change my role in BearBuy – what do I do?

A: Your department’s Access Administrator will need to complete an Access Request (using the Access Management System available via MyAccess) to add, delete, or change your BearBuy role.

Q: Are any of the roles restricted?

A: Yes. BearBuy role restrictions are outlined in the Access Administrator guide in the Access Management System and on the BearBuy Roles and Responsibilities page.

Q: I will be out of the office. How do I set a substitute in BearBuy?

A: Follow the instructions for your BearBuy role(s):

• Requester
• Requisition Approver
• Voucher Approver
• Match Exception Handler

Q: Where can I find training resources?

A: For step-by-step guides, see BearBuy Training. The Shopper training is best for getting started shopping.

Watch a series of short training videos at BearBuy Showcase.

Q: Where can I find detailed instructions for how to shop using BearBuy?

A: Please see Shopper Training.

Q: Where do I send my cart when I’m done?

A: Assign the cart to your department's Requester. Please contact your supervisor or Finance Manager for guidance.

Q: I already assigned my cart to someone else, but I need to edit my order. How do I get my cart back?

A: On the left navigation bar, go to Shop > My Carts and Orders > View Carts. Click on the Assigned Carts tab. Click on the Action dropdown (located to the far right of the corresponding cart), and select Unassign.

Q: Can I put items from different suppliers in the same cart?

A: Yes.

Q: Can I mix catalog items and BearBuy Forms in the same shopping cart?

A: It is best practice not to. The approval processes may be different for your Forms items, and your catalog purchases may be delayed. Do not mix any other items with a Change Order Request Form, Payment Request Form, After The Fact PO Form, or Standing Order Amt Form.

Q: How do I search for items in BearBuy?

A: There are several ways to search for items in BearBuy:

• Hosted catalogs are hosted within BearBuy, and are searchable directly in BearBuy. Examples of hosted catalogs are Bio-Rad or Blaisdell's Business Products. Enter your search terms in the search box at the top of the BearBuy homepage. This will search all of the electronic catalogs hosted in BearBuy. Alternatively, click on a supplier’s icon to reveal a search box where you can search for products offered by that specific supplier.
• Punch-out catalogs are identified with a small arrow in the upper right corner of the supplier’s icon in BearBuy, or the supplier’s icon will display the text “Catalog & Punch-out.” Amazon Business, Dell, and CDW-G are examples of Punch-out catalogs. Punch-outs connect you directly to the supplier’s website, branded for UCSF and using our contract products and pricing. Punch-outs are maintained by each supplier. To begin a Punch-out session, click the supplier’s icon in BearBuy. Note: You may need to click a 2nd “Punch-out” link that appears when you click on the supplier’s icon. Search for items in the Punch-out, and add the items to your shopping cart in the Punch-out. When you checkout in the Punch-out, your items will be returned to your BearBuy cart, so that you can follow the usual BearBuy checkout process. (Each supplier’s Punch-out will look different, but your items will always be returned to your BearBuy cart upon checkout.)

Q: Can I compare products in BearBuy?

A: Yes. Click the COMPARE link (located below the "Add to Cart" button) to select items. Then, click the "Compare" button located above the search results to view the items side-by-side.

Q: Why isn’t the product I want to buy in the supplier’s catalog in BearBuy, but it’s available on the supplier’s website?

A: The contents of the online catalog are based on the UCSF Strategic Sourcing and/or UC Office of the President (UCOP) contract negotiated with the supplier, and may not include all products offered. In this case, use one of the BearBuy Forms (such as the Non-Catalog Form) to place your order.

Q: What is a Punch-out?

A: A Punch-out is a catalog hosted on the supplier’s own website, but with UCSF pricing. You "punch out" from BearBuy to the supplier site, shop for items, check-out and return the items back to BearBuy to complete your order. Each Punch-out is different because the sites are designed and maintained by each individual supplier, but the shopping concept of searching for items, adding items to the cart, and returning your order back to BearBuy are consistent between all the catalogs.

Q: Can I save Punch-out catalog items in my Favorites?

A: No.

Q: What should I do if the Punch-out catalog is down/not available?

A: If a Punch-out site is down, it normally will come back up shortly. If it does not, contact the IT Service Desk at (415) 514-4100, Option 2 (8 a.m. to 5 p.m.) or [email protected].

Q: Where can I find the BearBuy forms?

A: Forms are located on the BearBuy homepage, near the very bottom of the page.

Q: How do I know which Form to use?

A: When you open a form, you will find instructions on the left side of the form which include when to use the form.

Q: When I try to enter the supplier’s name on the form, nothing appears. What should I do?

A: The supplier may not be set up in BearBuy. Refer to the Supplier Registration Frequently Asked Questions page for instructions how to set up a new supplier in BearBuy.

The supplier registration forms are available at Supplier Forms.

Q: What does the STOP sign beside the supplier name in BearBuy mean?

A: The STOP sign indicates that the supplier is not open for ordering. If you are submitting a Payment Request Form in BearBuy, you can disregard the STOP sign next to the supplier name.

Q: How can a supplier with a STOP sign be opened for ordering in BearBuy?

A: To open a domestic (U.S.) supplier for ordering, they must complete the UCSF Substitute W-9 & Supplier Information Form. Please note, the form must be complete with an email address or fax number where the PO will be sent (Section 2 of the form).

To open a foreign supplier for ordering, send the request to [email protected] and include the supplier’s email address where the PO will be sent.

Q: Do I need to include tax and shipping on my order?

A: No. The requisition should be created reflecting the prices of the item/service only. If an item is taxable, check the “Taxable” checkbox next to the line item. Tax and shipping are paid when the order is invoiced, even if these charges do not appear on the requisition.

Q: I'm placing an order for repairs/maintenance services from a supplier using an amount-based form. But there may also be parts/supplies that are taxable. Should I mark the entire PO as taxable?

A: You should not mark the whole PO as taxable. You can create your PO using two lines. One line will be for the repair/maintenance services that are non-taxable. On this line, ensure the Taxable checkbox is unchecked. The second PO line will be for the parts/supplies and the Taxable checkbox needs to be checked. This PO setup will ensure that the appropriate amount of tax is paid, the lien (encumbrance) amount includes tax, and helps prevent invoicing delays.

Q: What does "Quantity per Unit of Measure" mean on the BearBuy forms?

A: Let's say you want to order 2 boxes of gloves that have 6 pairs of gloves in each box. Enter 2 in the "Quantity" field. Enter 6 in the "Quantity per Unit of Measure (UOM)" field and select "PR – Pair" from the dropdown. If you are not sure what to put, leave the default of 1 – Each.

Q: Can I change the supplier address or contact information?

A: No. You cannot overwrite the address or contact information on an order. If you believe the contact information is incorrect, email [email protected] for assistance.

Q: How can I change the supplier’s fulfillment address on my form?

A: After selecting the supplier on your form, click the Pencil icon and select the correct fulfillment address. The fulfillment center is the supplier’s address that will appear on the Purchase Order.

Q: How do I edit a form in my BearBuy shopping cart?

A: In your cart, click on the form's Item description. The form opens in your browser's window. Alternatively, you may right-click on the Item description in your cart and select Open Link in New Tab to open the form in a new browser tab. After editing the form, click Save and then Close (at the top of the form). Finally, you may need to refresh your browser.

Q: When should I use the Meeting & Entertainment Payment Request form in BearBuy?

A: Submit the Meeting & Entertainment Payment Request form to pay for catering related expenses for an event held off-campus** ONLY IF the vendor does not require a contract.* Typically, you will submit the form after the event; however, you may submit additional request(s) as needed to pay a deposit or other required payments before the event. Please be sure to attach the invoice (and/or vendor memo for a deposit) to your request. The request will be reviewed by Accounts Payable before payment is released to the supplier. For more details, please read the Meeting & Entertainment Payment Request form instructions and FAQs.

*Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your Department-Assigned Buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.

**For on campus catering, please use the America To Go punch-out catalog in BearBuy.

Q: When should I use the Facility Rental form in BearBuy?

A: Submit the Facility Rental form before renting an off-site, non-University of California facility (i.e., conference center, restaurant, multiple hotel guest rooms) ONLY IF the vendor requires a signed contract.* The request/contract must be reviewed for policy compliance and signed by your Department-Assigned Buyer before the event. For more details, please read the Facility Rental form instructions and FAQs. After submitting your order, you must follow these payment instructions to pay any deposit or payment due – invoices attached to the Facility Rental form will not be paid.

*Note: An agreement regarding logistics only (e.g., food, price, attendee count) with no binding contractual language does not require review by your Department-Assigned Buyer and should not be submitted on the Facility Rental form. These simple confirmations do not need to be routed to a Buyer, as long as the confirmation does not include any terms and conditions.

Q: I’m a Requester. How do I withdraw (cancel) a requisition?

A: Navigate to the requisition in BearBuy, and select Withdraw Entire Requisition from the dropdown.

Note: The requisition cannot be withdrawn once it’s fully approved. You’ll need to contact the supplier to cancel the order or contact SCM Response Team to cancel a Payment Request or After-the-Fact PO.

Q: How do I find out who is reviewing my order?

A: The entire approvals workflow will appear on right side of the requisition. Completed steps are marked with a  checkmark.

Q: How soon will my order be dispatched to the supplier?

A: The order will be dispatched to the supplier within minutes after the approval workflow is complete.

Q: How do I know if the Purchase Order (PO) has been sent to the supplier?

A: The Purchase Order (PO) number will appear under the History tab on the requisition.

Q: Should I send the purchase order (PO) to the supplier using my email?

A: The PO will be dispatched automatically to the supplier through BearBuy. The PO should not be printed and sent to the supplier outside of BearBuy.

POs are dispatched to suppliers electronically (cXML) or by fax or email depending on the supplier's preference. To see how a PO was sent to the supplier, click on the History tab on the PO.

If the supplier didn't receive your PO, please contact SCM Response Team for assistance.

Q: When will I receive my order?

A: Please contact the supplier directly to check on the status of your order.

Q: I haven’t received my order, but I already see the invoice in BearBuy – is that correct?

A: Yes. When the supplier ships the order they will also invoice UCSF. This is similar to online shopping in which your credit card is charged when the order is shipped. However, the invoice will not be paid until the supplier's net term date (e.g., Net 30 days).

Q: Why shouldn’t I copy an old order to a new shopping cart? What are the risks?

A: While the BearBuy system allows you to copy an old order to a new shopping cart, it is not recommended for the following reasons:

1. Key order details such as the shipping address and accounting codes will copy to your new cart at the line item level and override any information you enter at the header level. Not updating the shipping address and accounting codes for each line item in the new cart may cause your order to be shipped to the wrong address and the invoice being charged to the wrong funds.
2. Attachments on the old order, such as the quote, contract, or statement of work (SOW), may copy over to your new order. If you don’t remove each attachment, the supplier will receive these document(s) along with your purchase order (PO).
3. Any recent updates to the supplier’s profile such as the supplier’s address or PO dispatch fax/email will not be reflected on your order. Instead, it will list the supplier information on your original order. This means your PO may be sent to an outdated fax/email that the supplier no longer monitors, and the supplier may delay fulfilling your order until you have submitted a new PO with the correct address.

Q: Where can I find information about ordering catering with America To Go in BearBuy?

A: To order catering, see America To Go.

Q: How is the lien created?

A: When a Purchase Order is generated in BearBuy, a lien is placed on the funds in PeopleSoft.

Q: What do I need to do to remove my BearBuy PO lien?

A: Typically, a lien is liquidated/relieved when invoices are entered against the PO, and no action is required by the user to remove the lien. If your PO is not fully invoiced and you will no longer use the PO, you can submit a Change Order Request Form in BearBuy to remove the lien – select 'Close Entire PO (and Remove Lien)' from the Type of Change dropdown list on the form.

Q: I have several POs that I need to close. What is the fastest way to close the POs?

A: Create a list of POs to close using the Change Order Multiple Purchase Order (PO) Closure Form, and attach the list to your Change Order Request form in BearBuy.  (Please reference the list in the Change Request Details section of your Change Order Request Form.)

Q: I need to close a Purchase Order (PO) with expired accounting codes. How do I submit the Change Order if the accounting codes expired?

A: When submitting a Change Order to close a PO, you can enter any valid (not expired) funding in the Accounting Codes section of the BearBuy requisition.

The change order will not place a lien on the funds.

Q: If my invoice is higher than the PO, will the system create a negative lien when the invoice is paid?

A: No, the PO lien amount cannot go below $0.00.

Q: How do I change the PO/lien amount?

A: Submit a Change Order Request Form in BearBuy. Select “Change Unit Price/Amount (Form Orders Only)” from the Type of Change dropdown list on the form.

Q: How do I change the funding source/Accounting Codes/COA on my PO?

A: Submit a Change Order Request Form in BearBuy. Select “Chartfield Change (Account Code)” from the Type of Change dropdown list on the form.

Q: I'm expecting a credit memo from a supplier, but the PO is closed. How do I request to reopen the PO?

A: Please contact SCM Response Team for assistance.

Q: Who do I contact if I need help with Liens?

A: Email Supply Chain Management at [email protected].

Q: How do I edit information on my PO, such as the Quantity, Price, or Accounting Codes?

• Submit a Change Order Request Form in BearBuy.
• Please note that not all changes are possible. For example, we cannot edit the quantity or price on catalog orders.
• To cancel an order, please contact the supplier first. Then, submit a Change Order Request Form to request to close the PO and remove the lien.

Q: A supplier notified us that our Purchase Order (PO) cannot be processed since there is a new pricing for their products. Should I submit a change order request to revise the unit price on the PO?

A: If your PO was created using a non-catalog form, you can submit a Change Order Request Form to update the unit price. If your PO was for a catalog supplier, the unit price cannot be changed on the PO. Ask the supplier to honor the pricing on the PO since that was the catalog pricing available at the time the order was placed. Typically, if the supplier has new catalog pricing, they would submit their new pricing to UC and after the pricing is approved, the BearBuy catalog pricing is updated for future orders.

Q: I'm submitting a Change Order to edit the unit price or PO total. Do I need to request on the form that the revised PO be sent to the supplier?

A: Yes, it is best practice to send a copy of the revised PO to the supplier when the unit price or PO amount changes. On the Change Order Request Form, select “Yes” to the “Send Change to Vendor?” question on the form.

Some suppliers, such as Airgas Dry Ice, require POs to have a sufficient balance to continue fulfilling orders, so it is important to always send suppliers POs when the price or total PO amount changes.

Q: How do I enter receipts in BearBuy?

A: Please visit Receiving Training.

Q: How can I order GraphPad's Prism software?

A: The preferred vendor for Prism software is CDW-G (two-license minimum). CDW-G is the preferred vendor because they will accept the standard UC terms and conditions, which GraphPad (Prism OEM) will not.

To request a quote, contact our sales representative, [email protected] external site (opens in a new window) . He will publish your quote in the CDW-G punch-out catalog in BearBuy. 

For other software guidance, please visit Buying Software and Cloud Computing.

Q: My requisition is pending approval from the Central Buyer. How do I contact the Buyer?

A: Please send your SCM department-assigned buyer a comment through the BearBuy requisition. Remember to add the buyer as a recipient in your comment. You can find the buyer’s name/email by clicking on the Central Buyer link in the workflow on the right side of the requisition. See how to send your buyer a comment here.

Q: When should I use the Buyer Intervention checkbox on my BearBuy requisitions?

A: Select the Buyer Intervention checkbox to add the Central Buyer approval step to the requisition workflow. This may be necessary when you need Procurement to review a contract or other terms for an Amount-based PO or Non-Catalog form order ≤ $10,000. Adding the Central Buyer approval step enables your Buyer to review/sign the contract before the PO is sent to the supplier.

Orders over $10K and other BearBuy forms will automatically route to a Buyer for approval; you do not need to select the Buyer Intervention checkbox.

How do I select the Buyer Intervention checkbox?

1. Add items/forms to your shopping cart and click the Proceed to Checkout button

2. Click the pencil icon to edit the General section (within the Summary tab of the requisition)

3.  In the pop-up window that appears, select the Buyer Intervention checkbox and click the Save button

4.  Complete the shopping process and submit the order like you normally would
5. The Central Buyer is added to the workflow after any required departmental approvals

Q: Where can I find contact information for UC contract suppliers, such as AT&T, Verizon, Airgas, FedEx, ReadyRefresh, or Stericycle?

A: A link to a spreadsheet of contacts for our catalog suppliers is available in BearBuy under the Welcome message.

When you open the spreadsheet, the first tab lists the BearBuy catalog suppliers (Blaisdell's, Fisher Scientific, CDW-G, Dell, etc.). The second tab lists common service providers, such as AT&T, Verizon, Airgas, FedEx, ReadyRefresh, and Stericycle. The spreadsheet lists general customer service contacts and dedicated sales representatives who can help you open a customer account (if needed).

Q: I have a purchase order (PO) for my order. The supplier sent me the invoice. What should I do with the invoice?

A: Please ask the supplier to open a ticket with the SCM Response Team.

Q: Where can I find the payment status of a voucher (invoice) in BearBuy?

A: For step-by-step instructions, review the Payment Status training materials on the SCM website. For help, submit a ticket to SCM Response Team.

Q: What does it mean if the Payment Status on the voucher is “Payable” in BearBuy? When will the invoice be paid?

A: If the payment status reads "payable", the voucher completed all workflow and approval steps in BearBuy, and the invoice is ready to pay. The invoice will be paid according to the payment terms (such as Net 30).

• Net 30 – The invoice will be paid 30 days after the Supplier Invoice Date.
• Net 60 – The invoice will be paid 60 days after the Supplier Invoice Date.
• 2% 10, Net 30 – The invoice will be paid within 10 days after the Invoice Received Date (minus 2% early pay discount). If more than 10 days has passed, the invoice will be paid 30 days after the Invoice Received Date (full amount paid).

To find the Scheduled Pay Date, view the voucher in MyReports. The MyReports application is accessible through UCSF MyAccess. In MyReports, go to the Transaction Reports tab > Accounts Payable/Purchase Order Inquiry Report (AP/PO) > enter the Voucher ID > click the Run Report button at the bottom of the screen.

Note: It may take 24-72 hours after the voucher completed workflow in BearBuy before the voucher is viewable in MyReports.

Q: How do I edit the funding on an invoice (voucher)?

A: If the invoice hasn't been paid, open a ticket with SCM Response Team for assistance. Provide the BearBuy voucher number (starts with "5") and the new chartstring(s) and percentages (for split funding).

Note: SCM cannot edit the funding on a paid invoice/voucher. You may be able to complete a cost transfer journal through UCSF Controller’s Office.

If you expect to receive additional invoices on the Purchase Order (PO), please submit a Change Order in BearBuy to request to edit the funding on the PO, as well. These changes will apply to future invoices only.

Q: I submitted a Change Order to update the funding on my purchase order (PO). Will the vouchers on the PO get updated to the new funding?

A: No. The updated funding on the PO will be applied to future invoices only (not to existing vouchers).

If you would like to request to edit the funding on a voucher that hasn't been paid, open a ticket with SCM Response Team for assistance. Provide the BearBuy voucher number (starts with "5") and the new chartstring(s) and percentages (for split funding).

Note: SCM cannot edit the funding on a paid voucher. You may be able to complete a cost transfer journal through UCSF Controller’s Office.

Q: Will submitting a Change Order resolve the match exception on an invoice (voucher)?

A: No; the invoice must be approved by the Match Exception Handler.

Submitting a Change Order to increase the PO total may prevent future match exceptions, but it will not resolve the match exception on the existing voucher. There is no need to wait for a Change Order to be processed before approving the invoice—the Change Order will not resolve the match exception or otherwise impact the voucher.

Q: A voucher was rejected and notes were entered that it should be paid on another purchase order (PO). Why is the invoice still unpaid and does not appear on the other PO?

A: Vouchers should not be rejected to be paid on another PO. It is best practice to approve the voucher for payment and work with the supplier to reference the new PO for future invoices. Rejected invoices are not paid and entering notes on the voucher does not automatically trigger an invoice to be applied to a new PO.

Q: What can I do to prevent payment delays on my BearBuy orders?

A: Follow the guidelines below:

1. Correctly mark items as Taxable or Non-taxable. Incorrect selections require manual correction by UCSF Supply Chain Management.
2. Do not add a line for Shipping on your PO. Any shipping charges on the invoice will be applied to the standard Shipping line that appears on the BearBuy voucher.
3. Order catalog and punch-out items when possible, rather than using forms. The typical invoice for a catalog or punch-out order requires no manual intervention to process.
4. Enter the correct product and pricing information on forms. Obtain a quote from the supplier when needed to confirm details or special pricing.
5. For Non-Catalog form orders, enter each line item on a separate form. Orders with several different items lumped together on one form will fail to align with the invoice.
6. Do not use the Non-Catalog form to order services—please use the Amount-based PO form or Professional/Personal/Consulting Services form. The Non-Catalog form is designed to support invoices for the specific quantity of goods being ordered.
7. Do not use the Non-Catalog form as a blanket PO—please use the Amount-based PO form. The Non-Catalog form is designed to support the specific quantity of goods being ordered, not an undetermined number of various goods and/or services.
8. Replace your PO or submit a Change Order to increase the PO total when the balance is low. This will help prevent match exceptions caused when the invoice total exceeds the PO total.
9. Submit a Change Order to update the Accounting Codes on your PO when the funding or activity period expires. You will not receive an automatic warning when your funding expires—you must monitor your POs and funding sources. Invoices applied to a PO with expired funding cannot be paid until your department provides new funding information to UCSF Supply Chain Management.