When contacting SCM Response Team, please provide as much detail as possible on your ticket. This will prevent delays involved in requesting more information. For example, when requesting to rush an invoice payment, please describe the situation and provide a valid business reason to rush the payment.
Why are some items blocked on the Amazon Business Punch-out, and how do I buy these items?
Some items are blocked because UCSF has agreements with other vendors. For example, furniture should be ordered from One Workplace and computers and peripherals (monitor, keyboard, mouse) should be ordered from Dell or CDW-G. For software purchases, please visit our website for guidance.
How do I make a payment for my facility rental purchase order?
Read and follow the Facility Rental Payment Processing Instructions (instructions appear on the left side of the Facility Rental Form, step 4). Invoices attached to the Facility Rental Form will not be reviewed – you must follow the payment processing instructions to initiate the payment process. Suppliers should not submit facility rental invoices through Transcepta.
Should I include sales tax and/or shipping on my BearBuy order form?
No; please enter only the price of the item.
The Purchase Order (PO) contains this clause, “Shipping, Handling and Tax charges are calculated and charged by each supplier.” This means UCSF will pay sales tax and shipping according to the supplier’s invoice.
The PO will show whether the item was marked as taxable. The item will default to taxable or non-taxable based on the Commodity Code selected on the order form. However, you can edit the tax selection in your shopping cart, if necessary.
Sample Shopping Cart:
Sample PO:
How can I find suppliers in BearBuy that sell trophies and plaques?
Try using Document Search to view orders for similar items. From the left side menu in BearBuy, go to Orders > Search > Purchase Orders > search for keywords: trophy or trophies or plaque. For detailed instructions, visit Document Search training.
How do I access the ODP Business Solutions punch-out?
From the BearBuy homepage, scroll down to the General Purchases and Supplies section. Then click on the ODP Business Solutions logo. The punch-out will open in a new window.
What does it mean if the payment status on the voucher is “Payable” in BearBuy? When will the invoice be paid?
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.
How do I request to add a new caterer to the America To Go (ATG) punch-out in BearBuy?
Email our ATG account manager, Holly Sirois. Provide the caterer’s name, address and contact information. We recommend that you reach out to the caterer directly to encourage the caterer to join ATG.
Note: SCM cannot guarantee that all caterers will meet the University’s minimum requirements to participate or that all caterers will agree to join ATG.
My requisition is pending approval from the Central Buyer. How do I contact the Buyer?
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.
How can I update the funding on a BearBuy voucher before the invoice is paid?
Open a ticket with the Supply Chain Management (SCM) Response Team. Provide the BearBuy voucher number (starts with the number 5), the new chartstring(s) and percentages (for split funding only).
Note: SCM cannot edit the funding on a paid invoice/voucher. You may be able to complete a journal through UCSF Controller’s Office.
If you expect to receive additional invoices on the purchase order (PO), submit a Change Order Request form to update the funding on the PO. These changes will apply to future invoices only.