BearBuy FAQ

Who can I contact if I need help?

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

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

What purchases do I use BearBuy for?

Use BearBuy for purchases whenever possible. BearBuy does not replace MyExpense, CONNEXUS or a procurement card (P-card).

How do I access BearBuy?

You need a MyAccess account (the UCSF single-sign-on system) to access BearBuy. Once you log into MyAccess, you will see BearBuy on the list of applications. Anyone with a MyAccess account can be a BearBuy Shopper, but you cannot place orders with suppliers unless you have the Requester role.

What browsers and operating systems work with BearBuy?

• Windows or Mac
• Internet Explorer (IE) 11 or the latest versions of Chrome, Microsoft Edge, Firefox, or Safari.
• Note: Pop-up blockers need to be disabled.

Is BearBuy available 24/7?

Yes, BearBuy is available 24/7 unless the system is down for maintenance or upgrades. Completed orders will be dispatched to suppliers within minutes of their completion, regardless of the time of day.

How frequently are orders sent to suppliers?

Completed orders will be sent to suppliers within minutes of their completion, regardless of the time of day.

What do I need to do to Shop in BearBuy?

Anyone with a MyAccess account can go into BearBuy, shop for items and put items in a shopping cart. To send your cart to the supplier, you must assign it to someone in your Department with the Requester role. Contact your Department’s Access Administrator to find out who has the Requester role in your department.

What are the BearBuy roles?

The BearBuy roles to place orders are Shopper, Requester, Self-Approving Requester, Requisition Approver, and Meeting & Entertainment Approver. To finalize payments the roles are Voucher Approver and Match Exception Handler. More information about these roles can be found on the BearBuy training page.

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

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

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

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.

Are any of the roles restricted?

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

Is training required for BearBuy?

Recorded webinar training is only required for the Match Exception Handler role. The webinar is accessible through the UC Learning Center.

What training resources are available?

Quick Reference Guides in PDF format can be found on the BearBuy Training page. The guides cover user roles and basic functions in BearBuy.

What preferences can I set?

Email notifications, Ship-To Addresses, Chartfields, Code Favorites (with splits), and Nicknames.

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

On the BearBuy Training page.

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

You must know your department’s designated Requester(s), so that you can assign your cart to him/her when you are finished adding items to your cart. Contact your department’s Access Administrator to find out who has the Requester role in your department.

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

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.

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

Yes.

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

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, Outbound Freight Form, or Standing Order Amt Form.

How do I search for items in BearBuy?

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 Office Depot. Enter your search terms in the search box at the top of the BearBuy Shopping 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.” 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 actually be returned to your shopping cart in BearBuy, 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.)

Can I compare products in BearBuy?

Yes. Click the "compare" link below the "Add to Cart" button to compare items from your search results. Then, click the "Compare Selected: #" button to compare and view the items side-by-side.

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?

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.

I found the item I want to buy at a cheaper price on the supplier’s website. How can I buy the item at the lower price?

Use one of the BearBuy Forms (such as the Non-Catalog Form) to purchase the item at the preferred price.

What is a Punch-out?

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.

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

No. Since these catalogs are hosted by the supplier, BearBuy cannot receive updates if the price changes or the item is discontinued. Some suppliers also require that the users shop and create carts each time in order to have a unique record for each order.

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

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].

Where can I find the BearBuy Forms?

• Forms are located on the BearBuy Shopping Home page, near the very bottom of the page.
• Alternatively, on the left navigation bar, go to Shop > Shopping > View Forms > Organization Forms.

How do I know which Form to use?

• When you open a form, you will find instructions on the left side of the form which include when to use the form.
• Additional guidance is available in the Forms Quick Reference Guide (refer to Page 5).

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

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

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

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.

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

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.

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

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

What does "Quantity per Unit of Measure" mean on the BearBuy Forms?

Let's say you want to order 2 boxes of gloves that have 6 pairs of gloves in each box. Put 2 in the "Quantity" field. For the "Quantity per Unit of Measure (UOM)" field, put 6 and select PR – Pair from the Unit of Measure dropdown. This means you want 2 boxes containing 6 pairs of gloves per box. If you are not sure what to put, leave the default of 1 – Each. (This field is not used to determine match exceptions on the invoice.)

Can I change the supplier address or contact information?

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.

How can I change the supplier’s fulfillment address on my Form?

After selecting the supplier on your Form, click the link "Select different fulfillment center" and select the correct fulfillment address. The fulfillment center is the supplier’s address that will appear on the purchase order.

What if the supplier asks me to place the order directly on the supplier’s website?

In general, you will need to use a P-card to place your order online. If the supplier will accept a PO, you can create the PO in BearBuy, then enter the PO number when you checkout on the supplier’s website. Please be careful – the PO will be dispatched to the supplier by BearBuy, as well. Do not duplicate your order by mistake.

How do I find out who is reviewing my order?

The entire approvals workflow will appear on the Requisition, under the PR Approvals tab. Completed steps are marked with a green checkmark.

How soon will my order be dispatched to the supplier?

The order will be dispatched to the supplier within minutes after the approval workflow is complete and no additional approvals are required.

How do I know if the Purchase Order has been sent to the supplier?

After your Requisition is fully approved, the Purchase Order (PO) number will appear under the History tab on the Requisition. After the PO is dispatched to the supplier, you will see “PO Sent via CXML” or “PO Sent via HTML attached email” or “PO Sent via fax” under the History tab on the PO.

When will I receive my order?

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

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

Yes. When the supplier ships the order they will also invoice UCSF. This is similar to online shopping where your credit card is charged when the order is shipped. However, the invoice will not be paid until the supplier's net term date (Net 10 days, Net 45 days, etc.).

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

To order catering, see  America To Go

What does a Requester do?

A Requester can shop for items and submit orders.  Requesters can also finalize and place orders for other Shoppers who assign their cart to the Requester. (Shoppers cannot place orders; they have to assign their cart to a Requester to submit for them.) Ordinary orders up to $500 can be placed without any additional approval required.

What training resources are available for Requesters?

• See Requester page

What is the difference between Requester and Self-Approving Requester?

Requesters can finalize and place ordinary orders up to $500 without any additional approval. Self-approving Requesters can finalize and place ordinary orders up to $5,000 without any additional approval.

Can I make changes to carts I receive from Shoppers?

Yes.

What is a Procurement Dept Code? I am being asked to enter a value before I can place my order.

The Procurement Dept Code is required before the order is placed because the Procurement Dept Code identifies which department an order belongs to, and it determines the approval workflow for the order. Requesters are given access to select Procurement Dept Code values for their department. Procurement Dept Codes are established by a department's Access Administrator. Please consult your department's Access Administrator for questions on your department's Procurement Dept Codes.

Can I split the cost of the order across different accounting codes (chartfields)?

Yes, you can split the order at the header level (so that the split will apply to the entire order) or split each line item independently.

Can I change the default Account for a particular commodity code?

Yes. Click the "Proceed to Checkout" button to view the requisition. Then, under Accounting Codes, enter an Account number into the Account field (it will appear to be blank but can be overwritten).

How do I add a Pre-Approver or Ad-Hoc Approver to my order?

Shoppers and Requesters can add a Requisition Pre-Approver (approves the order before the Requisition Approver) or an Ad-Hoc Approver (approves the order after the Requisition Approver) to an order in the Optional Approvers section during checkout.  Requisition Approvers cannot add other approvers. 

Why don't I see sales tax and shipping on the Purchase Order?

Sales tax and shipping are not generated by BearBuy, nor does the supplier require them to be on the Purchase Order in order to fulfill the order. Suppliers will add the tax and shipping costs to the invoice and Accounts Payable (AP) will enter it as part of the Voucher, which will export to PeopleSoft and show up on the General Ledger. 

How can I see the status/workflow of the order?

Click the “Proceed to Checkout” button to view the Requisition, then click on the “PR Approvals” tab.

How do I set a substitute if I’m going to be out of the office?

• On the left navigation bar, go to Shop > My Carts and Orders > View Carts. Click on the Assigned Carts tab. Click the “Assign Substitute” link.
• To end a substitution, go to Shop > My Carts and Orders > View Carts. Click on the Assigned Carts tab. Click the “End Substitution” link.

I forgot to assign a substitute while I was out – what happens to the carts assigned to me?

The carts will be in your queue. The Shopper can unassign the carts from you and reassign them to another Requester.

The supplier is requesting a purchase order to place an order directly on their website. How can I get a BearBuy Purchase Order number, but not have it dispatch to the supplier?

BearBuy does not accommodate this. You may use your P-Card to make this purchase if the supplier accepts credit cards and if your purchase is allowable on a P-Card.

Many people assign carts for me to process. Is there a way that I can quickly find carts that were created on a certain date or created by someone?

When you view your assigned carts on the Assigned Carts tab of the Cart Management page (Shop > My Carts and Orders > View Carts), you can filter carts by clicking the Filter Assigned Carts link. Filter options include Date Created, Prepared For User, etc.  Once you enter the criteria you would like to filter by, click the Filter button to view your results.  Filtering is useful when you have a long list of assigned carts.

What does a Requisition Approver do?

A Requisition Approver reviews and approves or rejects orders that are over $500 (or $5,000 if placed by a Self-Approving Requester).

What training resources are available for Requisition Approvers?

The Requisition Approver webinar is available on the BearBuy Training page.

Can I edit requisitions?

No. If you want the Requester to edit the order, select “Return to Requester” from the Available Actions dropdown and add a comment so the Requester will understand why it was returned and can edit the order accordingly. 

Can I add another approver to the order?

Yes. Before approving the Requisition, go to the Requisition’s Summary tab > General section > click the Select link under the Ad-Hoc Approver field. Enter the approver’s name and click Save. Note: The person must already have the Requisition Approver role in BearBuy to be selected an Ad-Hoc Approver..

How do I know which requisitions I am supposed to approve?

• Requisitions that require your approval will be listed under your Action Items. If your department has more than one Requisition Approver, requisitions submitted by Requesters in your department will route to a shared approval folder, which is accessible by all of the Requisition Approvers in your department. It is up to your department to decide who is responsible for approving what types of orders. Some departments use naming conventions for the cart name to signify who should approve the order. Other departments may have a primary Requisition Approver, and only use the others as backup. To approve a requisition that is in a shared folder, you must first assign the requisition to yourself.
• Requisitions pending your approval (already assigned to you) are under your Action Items flag > My Assigned Approvals > Requisitions To Approve.
• Requisitions in a shared folder (not yet assigned) are under your Action Items flag > Unassigned Approvals > Requisitions.

I received an email notification, but I don’t see the requisition in the approval folder. What happened?

Another Approver already approved it, or it was Withdrawn by the Requester.

Can I assign a substitute while I am on vacation?

• Yes. However, remember that for Requisition Approvers, Voucher Approvers, and Match Exception Handlers these transactions go to a department folder - if your role is shared with others in your department it may not be necessary to assign a substitute. If you do need to assign a substitute, the substitute must have the same role already assigned to them in order to be selected as a substitute.

Can my manager re-assign requisitions in the department folder while I am out?

Only if the manager has the Requisition Approver role for your department. Otherwise, your manager will not have access to the shared folder.

What is an approval code?

The approval code is only necessary if you want to approve a Requisition directly from your email. For security reasons, approving by email requires typing in an Approval Code, which you can set up in your BearBuy Profile page under Update Security Settings > Change Email Approval Code link. The password can be alphanumeric and must be at least six characters. If you always approve Requisitions by logging into BearBuy, you do not need to set up this code.

What does the email message mean that says I do not have an approval code set up and must approve by email?

The approval code is only necessary if you want to approve a Requisition directly from your email.  For security reasons, approving by email requires typing in an Approval Code, which you can set up in your BearBuy Profile page under Update Security Settings > Change Email Approval Code link.  The password can be alphanumeric and must be at least six characters. If you always approve Requisitions by logging into BearBuy, you do not need to set up this code.

I am just an Ad Hoc Approver – why do I get so many emails, and how do I make them stop?

• The notification is either on or off. If you leave it on, the email will indicate whether you are the Ad Hoc Approver, Pre-Approver, or Requisition Approver for the order. If you turn it off, Requesters will have to email you when your approval is required, or you will need to regularly check your Actions Items in BearBuy (the Action Items flag is located at the top of BearBuy, next to your user name.)
• Warning: If you are an Ad Hoc Approver or Pre-Approver on an order, the order requires your approval — no one else can approve the requisition for you. The order cannot be placed until you approve the order.

What is the difference between a Requisition Approver and Pre-Approver or Ad Hoc Approver?

Requisition Pre-Approvers and Ad Hoc Approvers are optional approvers that are added manually to the requisition approval workflow by the Shopper or Requester as needed. You must already have the Requisition Approver role in BearBuy to be selected as a Pre-Approver or Ad Hoc Approver. When the Shopper or Requester adds a Pre-Approver or Ad Hoc Approver to an order, the Shopper or Requester has to select a specific individual person to add. This means there is no shared approval folder; only that individual can approve the order. If you are a Pre-Approver or Ad Hoc Approver on an order, the order requires your approval — no one else can approve the requisition for you. The order cannot be placed until you approve the order.

Additional Ad Hoc Approvers can also be added by a Requisition Approver or Meeting & Entertainment Approver when approving a requisition. You must already have the Requisition Approver role in BearBuy to be selected as an Ad Hoc Approver. These added Ad Hoc Approvers will approve after the approval step where a Requisition Approver or Meeting & Entertainment Approver approved the requisition. The Ad Hoc Approver is the only individual that can approve the order and no one else can approve the requisition. The order cannot be placed until the Ad Hoc Approver approves the order.

How can I tell if the Accounting Codes are different for some of the line items on the order?

• On the Requisition, click the “Requisition” tab, then click the “Accounting Codes” tab. On this page, if the Accounting Codes vary, you will see the Accounting Code listed under each line item.
• If you see text that says “Accounting Codes (same as header),” this means that the Accounting Code listed at the top (above the line items) applies to that line — the line item does not vary from the rest of the order.

What does a Voucher Approver do?

A Voucher Approver reviews and approves or rejects vouchers that are over $5,000 and have passed the match exception tolerance rules.

What training resources are available for Voucher Approvers?

1. The Voucher Approver webinar is available on the BearBuy Training page.
2. Voucher Approver Quick Reference Guide 

I received a notification but I don't see the voucher in the folder to approve. What happened?

Another Approver with access to your Approval folder approved it already.

Can I assign a substitute while I am on vacation?

• Yes. However, please note that for Requisition Approvers, Voucher Approvers, and Match Exception Handlers, transactions go to a department folder – if your role is shared with others in your department it may not be necessary to assign a substitute. If you do need to assign a substitute, the substitute must have the same BearBuy role already assigned to them in order to be selected as a substitute.
• For detailed instructions, see Page 4-5 of the Voucher Approver Quick Reference Guide 

What is a match exception?

A match exception occurs if the invoiced price or quantity exceeds the PO by 10 percent or $500. Approval by a Match Exception Handler is required before the invoice can be paid.

What does a Match Exception Handler do?

A Match Exception Handler reviews and approves or rejects vouchers that fail the match exception tolerance rules, meaning that the invoiced price or quantity exceeds the PO by 10 percent or $500.

What training resources are available for Match Exception Handlers?

• The Match Exception Handler webinar is available as an e-course in the UC Learning Center.
• Match Exception Handler Quick Reference Guide

Can I assign a substitute while I am on vacation?

• Yes. However, please note that for Requisition Approvers, Voucher Approvers, and Match Exception Handlers, transactions go to a department folder – if your role is shared with others in your department it may not be necessary to assign a substitute. If you do need to assign a substitute, the substitute must have the same BearBuy role already assigned to them in order to be selected as a substitute.

How is the lien created?

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

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

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.

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

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.)

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

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

How do I change the PO/lien amount?

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.

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

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

Who do I contact if I need help with Liens?

Email Supply Chain Management at [email protected].

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

• Submit a Change Order Request Form in BearBuy.  For guidance on completing the form, please review the Change Order Guide.
• 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.

I did not create a PO for my order. How do I pay the invoice?

You may be able to pay the invoice with the Payment Request Form or After The Fact PO Form. The Payment Request Form is restricted to activities specified in the Activity Type dropdown list on the form. If your purchase does not match one of the allowable activity types on the Payment Request Form, use the After the Fact PO Form to submit the invoice for payment. (Whenever possible, a Purchase Order (PO) should be created before the purchase is made. After the Fact purchases are unauthorized purchases per UC policy)

Where I can go for help with the After-The-Fact PO Form?

Visit our After-the-Fact Purchase Orders page.

Who can receive in BearBuy?

Anyone with a BearBuy role (including Shoppers) can receive in BearBuy.

How do I receive in BearBuy?

Receiving Quick Reference Guide

Is receiving required?

No, receiving is not required to pay the supplier. However, BearBuy can be used for receiving that is required by certain sponsored funding agencies.

I want to enter my receipt but I can’t. Why?

The PO has been closed.

I want to edit my packing slip but I can’t. Why?

The PO is closed or the matching process has been run against the receipt.