BearBuy FAQ

Please see below for frequently asked questions.

To contact the Beabuy Held Desk directly, 

Email: bearbuyhelp@berkeley.edu 

Access and Roles 

What are the system requirements to access BearBuy?

Effective October 2017 Microsoft supports only Internet Explorer browser version IE11. In keeping with SciQuest policy to support only browsers that are supported by the vendor, SciQuest supports only browser version IE11 of Internet Explorer. http://www.microsoft.com/en-us/WindowsForBusiness/End-of-IE-support(link is external).

  • Email approvals are designed to work with embedded browsers for Android, Blackberry, and iPhone/iPad mobile devices. Readability of emails vary based on email client and formatting selected.
  • iPad is supported by SciQuest, however not all Supplier punch-­out sites will support use of this device.
  • Although Safari is supported by SciQuest, not all Supplier punch-­out sites support this browser.

BearBuy Process Flow

BearBuy

Roles & Responsibilities

Roles & Responsibilities

Role Description
Shopper UC Berkeley staff, faculty, graduate students with active appointments and all other student employees are Shoppers. Must have logged into BearBuy once to obtain access. Enters requests into BearBuy via a shopping cart; can assign or submit carts. Shoppers can edit cart, create multiple carts, unassign carts and re-assign carts.
Cart Authorizer Cart Authorizers are Shoppers who have received assigned shopping carts. When a shopping cart is routed to another Shopper for authorization or review before submission, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a cart, so this is a function rather than a role and is not setup through SARA.
Additional Authorizers Requisitions can be routed to Additional Authorizers (up to 2) depending on department requirements. These are usually Principal Investigators. They cannot edit the requisition, only approve or return. You cannot be both the Shopper and Additional Authorizer for same transaction.
Chartfield 1 & 2 Authorizer These are assigned and manually added in BFS by the department and is based on CF 1 or 2 fields. If configured, the COA value will trigger routing of transactions to these authorizers. They cannot edit the requisition, only approve or return. You cannot be both the Shopper and Chartfield 1 & 2 Authorizer for same transaction.
Requisition Creator Reviews requisitions for accuracy and policy compliance. Can edit requisition fields and should know procurement processes. Cannot be the Requisition Creator and Requisition Approver for the same transaction. Role cannot be combined with Requisition Approver role.
Requisition Approver Also known as Org Node Approver. Confirms all requisition information is accurate and complies with funding requirements. Cannot edit the requisition, can only approve or return. Reviews orders over $1K
Match Exception Preparer Clears exceptions when voucher exceeds PO tolerance. Works with vendors to correct invoices, individuals to document root cause and resolution. Adds comments and documentation to confirm goods or services were received. Part of voucher approval process. Role cannot be combined with Voucher Approver role.
Voucher Match Exception Confirms all correct voucher information is accurate and complies with policy and funding requirements. Approves vouchers to release payment.
Receiver Acknowledges goods and services receipt in BearBuy, attaches packing slip or other documents. Tied to PO and voucher. Recording receipt in BearBuy is best practice and creates electronic "okay to pay."
Purchase Order Change Order Preparer Performs PO changes and revisions. Researches and resolves all PO export errors (from bfs1 report) associated with the PO revisions they performed.

Roles and Key Capabilities

Roles & Capabilities

This table provides a summary of the roles and corresponding capabilities of each role. This is not a comprehensive list of permissions, but suffices to explain what each role can generally accomplish.

Y = Permitted

N = Not permitted

For separation of duties, assigning a Requisition Creator Role, Requisition Approver Role and/or Voucher Approver role to one individual for the same Org Node is highly discouraged.

Which BearBuy roles must be requested through SARA?

SARA Roles

Please visit the System Access Request Application (SARA): https://sara.berkeley.edu/(link is external) to request these specific roles in BearBuy. Keep in mind that your manager will need to approve the request prior to you receiving the role.

In order to get a Change Order Preparer role, you will need to attend training before the role can be given to you.

Cart

What is the difference between internal and external attachments or notes?

The Internal Attachments section allows attachment of necessary supporting documents to the form. Attachments provided in this section are not sent to the supplier. The Internal Notes section is not visible to external entities (e.g. suppliers).

The External Attachments section provides another location for adding supporting documents to the form. Attachments provided in this section are sent to the supplier with fax and email Purchase Orders. The External Notes section is visible to internal and external entities (e.g. BearBuy users and suppliers). 

How do I know what COA to use?

You need to use the correct account codes, fund codes, department, program codes and CF1/2 fields for successful requisition submission. Here is an example, your values will be different.

Your department financial analyst can provide you with these, and you can also find them on the controller's office website.

Controller's Office CHART OF ACCOUNTS LISTS

You can validate your COA here

How do I add a CF1 or CF2 approver to my requisition  

Departments setup CF1 and CF2 Approvers through BFS chartfield maintenance pages. Chartfield information can be found on the Chart of Accounts website.

Most departments setup these approvers when they create CF1 & CF2 fields. These approvers are exported to BearBuy. When the CF1 or CF2 is used in a requisition, it will trigger the appropriate approver.

See Below:

When creating a requisition navigate to the Accounting Codes section and fill out the necessary information below to actvivate the CF1 or CF2 Approver 

Once the requisition is created the CF1 or CF2 Approver is notified for approval. Below is a picture of the Requisition Approvals tab:

What’s the difference between Ship To Address vs Final Destination?

A Ship To Address is the address that is sent to the supplier. When the supplier is delivering items, they will deliver to the ship to address (which is also visibile on the PO they receive).

A Final Destination code is an address only associated to UC Berkeley. Final destination code are used when departments have a central receiving location. The ship to address is the central receiving facility. When the packages are received, the department central receiver looks the PO up in BearBuy and looks for the final destination code. The final destination code is then the office/room number of where shopper needs the items. Final destination codes are never sent to the supplier and are NOT reflected anywhere on the PO.

My cart was recently returned and I don't know why. How can I determine the reason my cart was return?

When a cart is returned to the submitter (individual who submitted the cart), the cart history tab should include a return note/comment. First you will need to access the returned cart within the View My Draft Shopping Carts page.

To navigate to that page, simply select the Shop Menu Icon> My Carts and Orders > View Draft Shopping Cart.

Returned carts will be grouped together within a My Returned Requisitions category. Select the Shopping Cart Name of the cart in question.

I received a BearBuy notification email saying that my cart has been returned. How do I view the returned cart/requisition in BearBuy?

If the cart was returned to you, the BearBuy notification email wil contain a link you can click to login and access the requisition in the system. At the bottom of the notification email, any comments added to the cart will be listed and may contain details regarding why the cart was returned to you. If the cart was submitted on your behalf then you should contact the person the cart was returned to in order to get additional details about the cart.

If you are not using the link from the notification email to view the returned cart, in BearBuy navigate to Shop>My Carts and Orders> View Draft Shopping Carts.

Draft Carts will show My Returned Requisitions if you have a returned requisition. You can edit/update a returned cart by clicking the Shopping Cart Name . When your edits are completed you can resubmit the requisition into workflow. While viewing a returned requisition in BearBuy, any comments added to the cart can be found on the History tab and may give more detail about why the requisition was returned to you.

Catalog

The product I want to purchase is not in the catalog but I see it on the supplier's website. Can I still order this item?

Yes, you would use the Non-Catalog Form to purchase an item from a supplier that is not found in their BearBuy catalog.  The products in the catalogs are based on the Strategic Sourcing/UCOP negotiated contract and may not include all items that the vendor offers.
Please attach a quote/estimate for backup or a link to the item on the supplier's website.

Change Order

How do I request a Change Order?

  • If there is a buyer name associated or PO is valued above $5K, direct requests/comments to your buyer, otherwise requests/comments should go to Campus Shared Services staff. 

Instructions:

  • Enter a comment on the existing PO; addressed to either your buyer or to CSS (bnfscsshelp@berkeley.edu - depending on the above criteria - providing the information listed in "Amendments to Agreements", "Change Orders to existing PO's" or “Please close PO”, depending on the nature of the change.

  • For Departments supported by ERSO Regional Model, you can email ersopurchasing@erso.berkeley.edu with a request for a change order.                        
  • They will review and determine if the request doesn’t violate any of procurement's policies.  A new PO may need to be created depending on the circumstances (i.e. the new services fall outside the original SOW).

  • Change Order Preparers cannot change the purchase price on orders when the change exceeds their Low Value Delegation Authority of ≤$4,999.99

Is there a way to uncancel a Purchase Order? Is there a way to cancel a PO line? 

No, you cannot uncancel a Purchase Order or a PO Line. Although "Uncancel PO" is an available action in BearBuy, you are unable to uncancel a cancelled Purchase Order. If you select "Uncancel PO" in BearBuy, the change will not export to BFS once you finalize the revision. If your PO is cancelled and you need to pay the vendor for services or goods you should create a new PO.

I no longer need the item I ordered. How do I cancel my Purchase Order?

Contact the Supplier directly to verify they can cancel your order. See scenarios below:

a.       The order has been processed and item has shipped: DO NOT cancel your BearBuy Purchase Order. Work with the supplier directly to return the item after you have received your item. Each supplier will have their own process to return items – the return process is manual and is outside of the BearBuy application.

b.       Supplier agrees to cancel the order: Your Region Services (BRS) team will be able to cancel your BearBuy Purchase Order. To find your support team follow the link to Find My Region tool.

I have a voucher that is currently in match exception because the PO is over-invoiced. If I process a change order to increase the PO amount by the voucher amount, will this automatically resolve the match exception?

Increasing the PO amount will not resolve a voucher currently in match exception. Your Match Exception Preparer will still need to review and approve the voucher. Increasing the PO amount can help prevent future invoices from going into match exception.

Forms

What Form Should I use for Purchasing Goods or Services?

Need additional information on what forms you should use?

Do I have to send a copy of an invoice associated to an After The Fact form (ATF) or Payment Request form (PRF) to Accounts Payable?

All After The Fact and Payment Request forms based requisitions should have a copy of the invoice attached to the order. Once the requisition is fully approved, a PO will automatically be created for the after the fact or payment request form. The PO is not sent to the supplier, but instead, a voucher is automatically created. The ATF/PRF voucher will route to Accounts Payable for review. At that point, Accounts Payable will be able to access the previously attached invoice and process payment accordingly.

My department requests facility rentals from I-House, Faculty Clubs and Alumni House. Which form in BearBuy should I use to facilitate payment to the I-House, Faculty Clubs and Alumni House?

Payment for facility rentals to the I-House, Faculty Clubs and Alumni House are processed on the Payment Request Form. Payments to the I-House, Faculty Clubs and/or Alumni House do not require additional campus Buyer review as:

  • Department heads can sign for International House contracts - UC owned property with UC Employees.
  • Faculty club and Alumni House are separate entities, but have longstanding master contracts that address all indemnification and insurance issues. All other facility use contracts must be processed on the Off Campus Events form as a Procurement Buyer needs to review and sign the contract.

How can I add multiple items in my Form?

Each form has an "Available Action" selection at top right. Simply click on it and select the "Add to Cart and Return" option. This will add your item to your cart and return you to the form.  

When you have entered the last item, select "Add and Go to Cart" to finalize your entries.

This will send you to the cart where your multiple line items will be setup.

Match Exceptions

What is the correct process for handling Match Exceptions?

The process we advise departments is to process Match Exceptions as the last payment for any PO and not continually process Match Exceptions on the same PO. If the department expects to pay more vouchers against the PO, a Change Order should be processed prior to any payments being processed.

When a sub-award PO falls into match exception and we increase the funds of the PO so that the voucher is no longer in match exception status can we go ahead and approve the voucher without having to re-voucher the invoice?

No. Once a voucher is in Match Exception - increasing the PO will not remove the voucher from Match Exception.

Should we re-voucher an invoice once the PO has been increased to avoid impacting the encumbrance?

Encumbrances can only be reduced to zero dollars - so if a voucher is approved to pay more than the encumbered amount, that amount will not be reflected as part of the encumbrance - that amount should show up in your Actuals.

PO Close

How do I request my PO to be closed?

  • If there is a buyer name associated or PO is valued above $5K, direct requests/comments to your buyer, otherwise requests/comments should go to Campus Shared Services staff.

Instructions:

  • Enter a comment on the existing PO; addressed to either your buyer or to CSS (bnfscsshelp@berkeley.edu - depending on the above criteria - providing the information listed in "Amendments to Agreements", "Change Orders to existing PO's" or “Please close PO”, depending on the nature of the change.

  • They will review and determine if the request doesn’t violate any of procurement's policies.  A new PO may need to be created depending on the circumstances (i.e. the new services fall outside the original SOW).

  • Change Order Preparers cannot change the purchase price on orders when the change exceeds their Low Value Delegation Authority of ≤$4,999.99

Receiving

How do I create a receipt? 

To create a receipt please navigate to: https://supplychain.berkeley.edu/how-create-receipt

What if I have centralized receiving?

Any person with the Receiver role can receive against a Purchase Order by Searching for the order in Document Search and selecting Create Receipt from the Available Actions drop down menu.

What happens if I don't create a receipt in nine days?

The voucher will route to the Match Exception Preparer who will need to verify receipt of product with the department prior to approving and the voucher will route to a Match Exception Approver after receipt is manually verified.  Creating a late receipt will not clear a match exception workflow step.

What if I returned goods after completing a receipt?

Please create a return receipt following the instructions for creating and receipt and select the "Return" option at the receipt line level.

Submitting POs

I have an order with multiple lines and I want to use two chartstrings. How can I add the Accounting Codes chartstring split on my transaction so it does not cause an error? To enable screen reader support, press Ctrl+Alt+Z To learn about keyboard shortcuts, press Ctrl+slash

It is recommended if there are multiple lines on your transaction (or multiple lines with multiple suppliers in one cart) that you perform the split at the line level instead of at the Accounting Codes header level. To do so, you would use one chartstring at the Accounting Codes header level and then editing Accounting Codes to add a different chartstring at the line level.

If you perform a split by amount at the Accounting Codes header level when there are multiple PO lines, it will cause system errors and fail export to BFS.

Another option for orders with multiple lines would be to add a split by percent (% of Price) at the Accounting Codes header.

What data is considered private information and requires strict access control?

UC Berkeley policy requires strict access control over personally identified information (PII) that contains an individual's name or initials combined with a social security number, credit card number, driver's license or state identification card number, any type of medical or medical insurance information, or any personal financial account number. Before uploading any document or adding any comments in BearBuy please redact any sensitive and PII information so it is unreadable. A BFS Supplier Number (ex: employee or student ID#) is not considered private information and does not need to be redacted.

The following are considered personally identified information:

  • Anything that contains an individual's name or initials combined with:
    • o Social security numberDriver's license number and state identification card number o Credit or debit card numbers
    • o Any type of personal medical or medical insurance information o Personal financial account information or numbers
    • o Full Birthdates MM/DD/YYYY
  • Similarly, an individual's home address and family information also requires restricted access control For more information, please see the Data Privacy Job Aid on the BearBuy webpage.

I want to add an Accounting Code split on my order so I can use two chartstrings. My order has multiple lines. How should I add the Accounting Codes split so it does not create an error?

There are a few options for performing a split on an order with multiple lines. It is recommended if there are multiple lines that you perform the split at the line level instead of at the Accounting Codes header level. To do so, you would use one chartstring at the Accounting Codes header level and then editing Accounting Codes to add a different chartstring at the line level. Example (Line 2 is using a different chartstring than the header). If you perform a split by amount at the Accounting Codes header level when there are multiple PO lines, it will cause system errors and fail export to BFS.Another option for orders with multiple lines would be to add a split by percent (% of Price) at the Accounting Codes header.

Maximum amount of attachments per PO

Maximum attachments per object: 50

Maximum size per file: 5.1 MB

Maximum size per document: 102 MB

Supplier Address

I need to select a new order address on a form based order for a Supplier. When I look in BFS, the address I need is listed as address #3. How do I select address #3 on a form based order in BearBuy?

By default, if a Supplier has multiple fulfillment addresses (order addresses), once the Supplier name is populated on the form a 'select different fulfillment orders' link will be visible within the Fulfillment Address section. Click on 'select different fulfillment orders'.

What is the difference between a fulfillment address and a remittance address for a supplier?

A fulfillment address (also called an order address) is the supplier specified address that will fulfill the order. Some suppliers have more than one fulfillment address. A Shopper or REQ Creator can edit the fulfillment address if more than one exists for a supplier. When processing transactions in BearBuy, Shoppers and REQ Creators will be able to view and edit fulfillment addresses for a supplier. A remittance address is where payment for the supplier invoice is sent. Accounts Payable will select from the supplier's remittance addresses when creating the voucher to ensure the payment is sent to the address listed on the supplier invoice. Only Voucher Preparers are able to view and edit the remittance addresses when entering the voucher.

Supplier Not Found in Forms

Supplier Not Found No Longer Required

It is no longer necessary to use "Supplier Not Found" since all Shoppers can now search for Employees and Students. The system will autocomplete as you type in "lastname, firstname" for employees or students and organization name for companies. See example below: