Non-Catalog Form

Accessing BearBuy

1. Login to your UCSF MyAccess account.
2. Click on the BearBuy link to open the application.
3. Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.
   

Navigating to the Non-Catalog Form in BearBuy

1. In BearBuy, scroll to the bottom of the homepage to find the Non-Catalog form (in the Frequently Used Forms section).
   
2. Click on the form to open it.
   
3. The form opens in your browser window.
   

Completing the Non-Catalog Form. Read the instructions on the left side of the form and enter all required information indicated with an asterisk (*) on the form.

1. Supplier: Start typing the supplier name and select it from the list that appears. Otherwise, submit the appropriate Supplier Registration form to [email protected] to request to add the new supplier to BearBuy.
2. 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. To add or update an address, email [email protected] for assistance.
3. Product Information: Enter the Product Description, Catalog Number (if applicable), Price, Quantity, and "Quantity per Unit of Measure" (enter 1 EACH if not applicable).
4. Commodity Code: Select a Commodity Code from the dropdown list on the form.
5. Manufacturer Name and Manufacturer Part Number: Enter this information, if known.
6. Health and Safety: Select any relevant flags, such as Radioactive.
7. Capital Expense: If ordering capital equipment, stop! Do not submit the Non-Catalog Form, please submit your order using the Capital Equipment form instead.
8. Restricted Purchase Type: Select any that apply, such as "Foreign Order/Firearm/Precious Metal" or "Pharmaceutical (NOT Controlled Substance)."
9. HIPAA: Select "Yes" only if the supplier will have access to Protected Health Information (PHI). Otherwise, select "No."
10. Conflict of Interest: Select the radio button to agree to the statement; otherwise, contact your Department-Assigned Buyer prior to submitting the form if you believe the purchase may involve a conflict of interest.
11. Price Reasonableness & Source Selection: Only complete this section for federally funded purchases ≥ $10,000 (including tax and shipping) and/or non‐federally funded purchases ≥ $100,000 (excluding tax, but including shipping). For orders > $100,000, please contact your Department-Assigned Buyer prior to submitting the form. If selecting Non-Formal Quotes, attach three (3) qualifying competitive quotes to the Attachments section at the bottom of the form. For details, read the Price Reasonableness and Source Selection FAQs.
12. Attachments: Attach any relevant supporting documentation, such as the vendor's quote. Note: External Attachments will be sent to the supplier along with the purchase order (PO). If a document is intended for internal and external viewing, please only attach the document once to your order as an External Attachment.
13. When finished, 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: To add multiple forms to your cart, select "Add To Cart and Return" from the dropdown.
    

Submitting the Non-Catalog Form in BearBuy

1. When you are finished adding the form(s) to your cart, assign the cart to your department’s Requester to complete the checkout process and submit the requisition.
2. After the requisition is submitted, it may route to your department’s Requisition Approver for approval (typically, for orders > $500).
3. Finally, the requisition may route to your Supply Chain Management (SCM) Department-Assigned Buyer to review/approve (typically, orders > $10,000 or HIPAA).
4. Once the requisition is fully approved, a purchase order (PO) and any External Attachments will be sent to the supplier.

Q: Can I add more than one Non-Catalog form to my cart?

A: Yes, you may add as many forms as needed to list each line item.

Q: How do I view the status of my order in BearBuy?

A: See our guide to checking purchase/invoice status.

Once the purchase order (PO) is dispatched to the supplier from BearBuy, you will need to contact the supplier for order status, tracking, or to cancel the order.

Q: Can I edit a purchase order (PO)?

A: Yes, you may be able to request to edit the PO by submitting a Change Order in BearBuy. However, any changes to the order (change quantity, cancel an item, etc.) should be communicated outside of BearBuy directly with the supplier *before* submitting the Change Order to ensure the supplier will accept a revised PO.