In this issue:

• PO Closure Initiative | Legacy POs (Part 2) & ATF Auto-Closure
• BruinBuy Plus Enhancement | Linde Gas Punchout Catalog
• Irregular Invoices | Upcoming Resolution Deadline
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

The PO Closure Initiative is dedicated to streamlining the PO closure process through enhanced system functionality, improved reporting, and expanded training materials.

REMINDER: Legacy PO Clean-Up (Part 2)

When BruinBuy Plus went live in January 2024, select POs were migrated from the legacy system. Legacy POs function like any other PO with one key exception: change requests are unable to be completed against them. If a legacy PO needs to be modified (e.g., additional funds added), it must be recreated.

Currently, there are approximately 10,000 stale* legacy POs still open in the system.

We want to make this clean-up process as easy as possible! Starting November 6, UCLA Campus Purchasing will close these legacy POs on your behalf.

All you need to do is: 

1. Review the Legacy PO Clean-Up (Part 2) file (optional).

• Use the Summary tab to quickly view PO volume by organization and department. 

• If your organization or department is not listed, you aren’t included in this round of clean-up.

  NOTE: Since these POs have not been used in at least 12 months, your review is optional.

2. Request an exception (if needed).

• If you have a valid business justification for keeping a listed PO open, submit the PO Closure Exception form by end of day Wednesday, November 5 (exceptions are not guaranteed). 

• If your unit’s PO(s) are ready to be closed, no action is required.

  IMPORTANT: If a legacy PO needs to be recreated, review our Legacy PO Recreation Guidance document.

* legacy PO has funds but has not been invoiced against in at least 12 months; excludes subawards / subcontracts

NOW LIVE: ATF Auto-Closure

The ATF Request form is used to process payment for unauthorized financial commitments made on behalf of UCLA (i.e., purchases made without first obtaining a valid PO). Because these purchases violate UC policy and procedures, the ATF form is considered an exceptional process, and a separate form must be submitted for each requested invoice payment.

The PO generated by an ATF form should be closed once the associated invoice has been paid or rejected. To make this process easier, BruinBuy Plus will now automatically close exhausted ATF POs – no department action required!

REMINDER: Our first clean-up effort focused on stale ATF POs. Review the October 10 Recap for additional information. 

BruinBuy Plus now has a Linde Gas catalog! As one of UCLA’s highest volume vendors, this enhancement will streamline your order experience and expedite processing.

Here’s what you need to know:

• The Linde Gas punchout is now the preferred method for placing orders. While you can still submit non-catalog orders via the Purchase Request form, the punchout ensures faster processing.
• Need an item added to the catalog? Reach out to KKen.OConnor@linde.com or Leonard.Sanchez@linde.com.
• There is no disruption to existing orders or services – this update only enhances future purchasing. 

Irregular invoices with a hold date of October 13, 2025, through October 31, 2025, must be actioned by departments no later than Friday, November 14.

If the necessary department action(s) is not taken by this deadline, impacted invoices may be rejected or pushed to payment. Additional information on how unactioned invoices are centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.

Need help? Join an upcoming office hour.

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