An item from my purchase order (PO) was returned and the supplier will send a credit memo. If the PO is closed, should I submit a BearBuy Change Order Request to reopen the PO?
A: No, you do not need to submit a Change Order Request to reopen a closed PO. When the supplier sends the credit memo for the returned item, SCM will reopen the PO to process the credit memo.
I’m a Requester. How do I withdraw (cancel) a requisition?
Navigate to the requisition in BearBuy, and click on the word Requisition in the upper left corner. From the submenu, select Withdraw Entire Requisition.
To edit/resubmit the order, click on the word Requisition again and select Copy to New Cart.
Note: The requisition cannot be withdrawn once it’s fully approved. You’ll need to contact the supplier to cancel the order or contact SCM Response Team to cancel a Payment Request or After-the-Fact PO.
I have a purchase order (PO) for my order. The supplier sent me the invoice. What should I do with the invoice?
Please ask the supplier to open a ticket with the SCM Response Team.
The SCM Response Team will not process the invoice, but we will provide guidance to the supplier on how to submit the invoice for payment, such as through Transcepta.
Note: The link above is listed on every new PO received by the supplier.
I submitted a BearBuy Change Order Request to increase the purchase order (PO) amount and to update the funding codes. If there are voucher(s) pending match exception approval, will the PO changes automatically resolve the voucher match exception(s) and be paid?
No. The increase in the PO amount will not automatically resolve and pay vouchers in match exception. Your department Match Exception Handler must still review and approve any voucher before they are paid.
To prevent future match exceptions and to ensure timely payment, the owner of the PO should make sure that the PO always has an available balance to pay any future vouchers and that the funding codes are valid for the life of the PO. If the PO amount needs to be increased or be on different fund codes, submit a Change Order Request to request PO changes before additional vouchers are applied to the PO.
The supplier requires a revised purchase order (PO) showing the updated unit price or the increased amount on a PO that was created using a form. After the PO is revised, can I send the PO using my email?
All BearBuy POs except for payment request type forms and after-the-fact POs are automatically sent to the supplier through BearBuy. POs should not be printed and sent to the supplier outside of BearBuy.
POs may be sent electronically (cXML), via fax, or email to the supplier in the method that they specify. To see how a PO was sent to the supplier, navigate to the PO's Status tab. In the Document Status section of the page, you can see how the PO was sent to the supplier in the Distribution section.
I send my purchase orders (PO) to a supplier by printing the BearBuy PO and then sending it via email. Is this step necessary?
All BearBuy POs except for payment request type forms and after-the-fact POs are automatically sent to the supplier through BearBuy. POs should not be printed and sent to the supplier outside of BearBuy.
POs may be sent electronically (cXML) via fax or email to the supplier in the method that they specify. To see how a PO was sent to the supplier, navigate to the PO Status tab. In the Document Status section of the page, you can see how the PO was sent to the supplier in the Distribution section. 
How do I get help with a Supply Chain issue?
Submit a ticket to the SCM Response Team – five of our own subject-matter experts who can help you solve issues. You can use one of the following intake forms to receive quick and easy support:
- UCSF community (faculty, staff & students)
- Suppliers and external customers
I created a purchase order (PO) for repairs/maintenance services from a supplier using an amount-based form. But there may also be parts/supplies that are taxable. Should I mark the entire PO as taxable?
You should not mark the whole PO as taxable. You can create your PO using two lines. One line will be for the repair/maintenance services that are non-taxable. On this line, ensure the Taxable checkbox is unchecked. The second PO line will be for the parts/supplies and the Taxable checkbox needs to be checked. This PO setup will ensure that the appropriate amount of tax is paid, the lien (encumbrance) amount includes tax, and helps prevent invoicing delays.
I have vouchers on a PO that have not been paid, but the funding has expired. I submitted a Change Order Request form to update the funding/accounting codes. Will the vouchers be paid under the new funding codes?
The accounting codes on unpaid voucher(s) on the PO will not automatically be updated. The Change Order Request is used to request updates on the PO’s accounting codes only. To update the funding on a voucher that has not been paid when the funding has expired, submit a request to the SCM Response Team.