An invoice was attached to the Change Order Request that I submitted to reopen a purchase order (PO). Why was the invoice not paid? 

After the PO has been reopened, suppliers that submit invoices through Transcepta  should submit additional invoices through Transcepta. This should not be done by the UCSF department. 

Do I need to include shipping and sales tax when I create a purchase order (PO)? 

No, shipping cost and sales tax are not included on the PO. The PO should be created with only the goods and services amount on the PO. The supplier can bill for the cost of the items, shipping and sales tax on their invoices and UCSF will pay for the full invoice amount. 

I am a UCSF employee. Do I need to request access to Connexxus?

Employees are automatically granted access to Connexxus. Employees can log into MyAccess and click on the Connexxus link to access the system. There is no need for employees to request access to Connexxus

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

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.