Requester

Anyone with a UCSF MyAccess account can log into BearBuy and place items into a shopping cart. However, only Requesters can submit orders. Requesters are responsible for completing the checkout process on behalf of other users, including entering the Accounting Codes and double-checking order details, such as the Shipping Address.

Most purchases < $500 will not route for further approval. Therefore, the Requester must have a solid understanding of accounting/funding sources.

Note: 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.

These training materials explain how to complete the checkout process and submit orders. For detailed instructions on how to shop and create carts, review the Shopper training.

Accessing BearBuy

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

You will receive a notification email from BearBuy when a Shopper assigns a shopping cart to you or when a requisition that you submitted is returned to you.

Within BearBuy, you can view certain notifications by clicking the Notifications bell at the top of the page. Click on an item from the list to navigate to that requisition.
 
 

To quickly access your shopping carts, click the Action Items flag at the top of BearBuy.
 
 

• Carts Assigned To Me lists carts assigned to you by a Shopper. It will also list orders you submitted for a Shopper that were returned to you by your department's Approver, your Department-Assigned Buyer, or the BearBuy system. Clicking the link will take you to your Assigned Carts.
• My Returned Requisitions lists carts you started yourself and submitted that were then returned to you by your department's Approver, your Department-Assigned Buyer, or the BearBuy system. Clicking the link will take you to your Draft Carts.
   
• Click on the Shopping Cart Name to view the order details.

You may want to return a cart to the Shopper to make edits.

1. Go to your Action Items > Carts Assigned To Me.
    
    
2. On the Cart Management page, click on the Shopping Cart Name to view the order details.
    
3. From here, select the Return Cart button to return the cart to the Shopper.
    
   

1. When you are finished adding/editing items in the cart, click the Proceed to Checkout button.
    
    
2. From here, you may enter the Procurement Dept Code, Accounting Codes, and Shipping Address. Click the pencil icon next to each section to make edits.
    
    
3. Make any other relevant selections on the requisition, or add External Notes or Attachments as needed. External Notes will appear on the PO that is sent to the supplier, and External Attachments will be sent along with the PO as a separate document.
4. When finished, click the Place Order button.
    
    
5. After the requisition is submitted, it will undergo approvals in BearBuy based on the type of transaction and the dollar amount. The approvals workflow appears on the right side of the requisition.
    
6. Next steps: Before the requisition is fully approved, you may withdraw the requisition to cancel the order. Also, the requisition may be returned to you by your department's Approver or Department-Assigned Buyer to make edits and resubmit. Requisitions may also be returned to you by the BearBuy system if the Accounting Codes are invalid or other errors are detected. You will receive an email notification if the requisition is returned.

The Procurement Dept Code signifies which department owns the order and dictates which users can approve the order or associated invoices.

1. When you are finished adding/editing items in the cart, click the Proceed to Checkout button.
    
    
2. Under the Requisition Summary tab, click the pencil icon next to the Procurement Department section.
    
    
3. Click the arrow within the Procurement Dept Code box. Then, make a selection from the list that appears.
    
    
4. Finally, click the Save Changes button.
    
    

1. When you are finished adding/editing items in the cart, click the Proceed to Checkout button.
    
    
2. Under the Requisition Summary tab, click the pencil icon next to the Shipping And Purchase Order section.
    
3. In the pop-up window, select the radio button next to your desired address.
    
    
4. If the address isn't listed in your profile, search for the address using the search box at the bottom of the pop-up window. Campus shipping addresses can usually be found by searching for the street/building number, street name, and room number. It can help to use asterisks/wildcards, such as *123* *Parnassus* *04-567*. Click on the address to select it. Then, select the Add to my addresses checkbox to save the address to your profile, and give the address a Nickname. Next, select the Make default checkbox to save the address as your default shipping address (if desired).
    
5. If the address isn't listed in BearBuy, you may use a One-Time Shipping Address. Search for the term one-time in the search box at the bottom of the Edit Shipping and Purchase Order pop-up window. Click on the One-Time Address option. This will allow you to enter the address as free text. Next, select the Add to my addresses checkbox to save the address to your profile, and give the address a Nickname. Then, select the Make default checkbox to save the address as your default shipping address (if desired).
    
6. Finally, click the Save Changes button.
    
    

Helpful Hints:

• Requesters located in the Parnassus campus area have the option to ship certain items to the UCSF Logistics facility at Oyster Point, rather than shipping directly to campus. For more information, go to UCSF Package Delivery Program.
• Radioactive Materials must be shipped to an EH&S Radiation Receiving Laboratory.
• DEA Controlled Substances must be shipped to an EH&S central Controlled Substances Distribution Office .
• For live animals, visit the Laboratory Animal Resource Center (LARC) website for guidance.

Requesters may specify up to three departmental approvers on the requisition. These optional approvers will be added to the requisition workflow in addition to any required, system-generated approval steps. Departments typically reserve the use of Optional Approvers for split funding or specific types purchases.

• The Pre-Approver will be added to the workflow before any required departmental approvals.
• The Ad Hoc Approver(s) will be added to the workflow immediately after any required departmental approvals.

Note: The individual must already have the Requisition Approver role in BearBuy to be selected as an Optional Approver.

1. To add an optional approver, click the pencil icon next to the Optional Approval section on the requisition.
2. Start typing the approver's name in the search box that appears. Note: Names may include a middle initial.
    

After submitting an order, you may withdraw the requisition to cancel it (as long as it hasn't been fully approved, yet).

1. Navigate to the requisition in BearBuy – click on your User Profile icon at the top of your screen and select My Pending Requisitions to view your pending orders. Then, click on the Requisition number to view the specific requisition.
   
    
2. When viewing the requisition, click the Withdraw Entire Requisition button at the top of your screen.
   
   
3. To resubmit the order, click on the ellipses (...) located to the left of the Withdraw button. Then, select Copy to New Cart from the dropdown. The items will appear in a new shopping cart, which you can edit as needed before placing the order. Carefully double-check the Procurement Dept Code, Shipping Address, and Accounting Codes before placing the order.
   

Requesters can use the Comment feature in BearBuy to communicate with other users, such as when your department's Approver asks you a question about an order you submitted.

1. On the requisition, click on the Comments tab at the top.
2. Click the Plus sign on the right.
3. Select a recipient for your comment (if desired). Note: The "Prepared for" is the Shopper who originally started the shopping cart. An Approver may also be identified. To select a different recipient, use the Add recipient link.
4. Enter your comments in the text box. To upload an attachment, use the Choose File link.
5. When finished, click the Checkmark.
   

This training demonstrates how to set a substitute for your Assigned Carts. When someone assigns a cart to you, the cart will be automatically redirected to your substitute.

Note: The person who you set as your substitute must already have the Requester role in order to submit requisitions.

1. Navigate to Shop > My Carts and Orders > View Carts.
    
    
2. Click on the Assigned Carts tab at the top.
3. Click the Assign Substitute link.
    
    
4. Search for your desired substitute, and then click the select link next to their name.
5. To end the substitution, go to Shop > My Carts and Orders > View Carts > select the Assigned Carts tab at the top > click the End Substitution link.