Purchasing & Accounts Payable

In this issue:

• BruinBuys Plus Enhancement | NEW! PO Closure Access for Campus Buyers
• Legacy Invoice Submission Portal | Sunset Notice for Fall 2024
• Upcoming System Maintenance | Potential BruinBuy Plus Disruptions
• Office Hour Spotlight | Non-T&E Reimbursements
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance at Previous News

System Enhancement | PO Closure Functionality

Effective today, August 23, Campus Buyers can close select purchase orders (POs) without Campus Purchasing support. 

PO Closure Criteria

The new BruinBuy Plus Soft Close functionality can be leveraged to close POs under $10,000 if:

• The PO does not have any associated invoices, and no invoices are expected, OR  
• The PO’s associated invoices have a Paid or Canceled payment status, and no additional invoices are expected.

IMPORTANT: POs over $9,999.99 as well as subcontract and subaward POs are excluded from this new process – to close these POs, Campus Buyers must continue to create a support ticket. 

Training Resources

Comprehensive training materials and FAQs can be found on our new PO Closure web page. 

Access

Sunset Notice | Legacy Invoice Submission Portal

The legacy BruinBuy Invoice Submission Portal will be decommissioned at 5 p.m. PT on Friday, November 22. 

What Does This Mean?

This portal was one of several invoice submission methods used for the legacy BruinBuy system – it became view-only in December 2023. Once it's been sunset, campus users will no longer have direct access to its invoices. 

How Can I Prepare?

If your unit needs to download a previously submitted portal invoice, please do so prior to November 22. After this date, you'll need to request legacy invoice copies from Accounts Payable (AP). Additional details will be shared in a future communication. 

Questions?

Submit a ticket to our Service Deck or attend AP office hours. 

Next Week's Forecast | August 26 – August 30

Take a look at next week’s support opportunities and important events:

In Case You Missed It...

August Hot Topic Materials

Our August 14 Hot Topic webinar was dedicated to all things vendor management! Attendees received an in-depth review of the vendor onboarding process, vendor profile updates, as well as refreshed resources.  

Missed the webinar? No problem! The recording and presentation materials are now available.  

TIP: Keep an eye out for additional vendor management resources – they’ll be featured in future Recaps. 

Travel Accounting Office Hours

Travel Accounting office hours have officially launched! From general travel & entertainment (T&E) inquiries to T&E-related BruinBuy Plus and Concur questions, these weekly sessions will be your new favorite resource.  

NOTE: Travel Accounting is a separate department from UCLA Campus Purchasing & Payables. 

Unsupported Invoice Font Colors

Once an invoice is submitted to UCLA, it’s scanned by Digital Capture, an optical character recognition (OCR) tool that:  

1. Ensures the invoice meets all submission requirements, AND
2. Maps invoice information (e.g., invoice number) to the associated PO.

Digital Capture cannot read neon or red font – to avoid potential processing delays, invoices should only include black font. 

Need Help? | We're Here to Support!

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