In this issue:

• PO Closure Initiative | NOW LIVE: Expanded Auto-Closure
• January System Maintenance | Potential BruinBuy Plus Disruptions
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

The timely closure of purchase orders (POs) is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. Your teams are juggling a lot, which is why our PO Closure Initiative has been dedicated to streamlining the closure process!

We’re excited to share that effective January 8, most POs will now automatically close once fully exhausted.

Overview

Previously, only catalog orders and After-the-Fact POs auto closed when their balance hit $0 or below. Whether a PO closes manually or automatically, the closure process is the same:

1. The PO’s AP Status moves from Open to Soft Closed for 10 calendar days*. During this time, the PO can be reopened by UCLA Campus Purchasing. 

   NOTE: All existing soft-closed POs restarted this countdown on January 8.  

2. If the PO has not been reopened by the 11th calendar day, the PO moves to a Closed status and the associated encumbrance released. At this point, the PO can no longer be reopened.
3. Any new invoices received against the closed PO are automatically rejected.

REMINDER: Closing a PO does not relieve UCLA’s payment and/or contract obligations.

*previously 4 calendar days; if PO has one or more invoices in Payable status, the countdown won’t start until all invoices have been paid or canceled. 

Exclusions & Opt-Outs

We know auto-closure doesn’t fit every PO scenario, which is why several exclusions have been incorporated into the system:

• Subawards & subcontracts
• Select Maximo PO categories
• POs that have opted out of auto-closure

NOTE: During this transition period, POs that had pending invoices as of January 8 may bypass the auto-close process.

PO Closure Resources

Reporting

Monitoring your POs is easier than ever with our new canned reports!

Check out the PO Closure Reporting web page to learn how to use these tools.

Training

The PO Closure web page now features information on both manual and auto-closure. This is your go-to resource for general information, quick reference guides, and instructions for reopening a PO.

Feedback Form

We designed these resources based on discussions with you and your teams! Let us know your thoughts through our anonymous feedback form. 

To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:

Please plan your transactions and activities accordingly. If you have any questions or experience issues, submit a ticket to our Service Desk.

TIP: Add BruinBuy Plus planned outage events to your calendar!

Recap Mailing List Form

Would one of your colleagues benefit from receiving the weekly BruinBuy Plus Recap? Have them complete our mailing list form!

NOTE: If you already receive the BruinBuy Plus Recap, no action is needed.

The BruinBuy Plus hub continues to be updated with new resources! For Service Desk support, create a ticket:

• Email: help@it.ucla.edu
• Phone: (310) 267-HELP (4357)
• ServiceNow Portal: tinyurl.com/bruinbuy-plus-support