In this issue:
- View-Only Catalog | Dedicated Corporate Solutions / Office Depot
- Subaward / Subcontract Invoices | Approval Requirements
- Invoice Submission | General How-To Reminder
- Labor Day Holiday | Office Closure
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
View-Only Catalog | Dedicated Corp. Solutions / Office Depot
Dedicated Corporate Solutions (DCS) is an independently owned, minority business who has partnered with ODP Business Solutions (formerly Office Depot). Their BruinBuy Plus punchout catalog allows you to easily find and purchase the office supplies your department needs!
We understand that non-BruinBuy Plus users may also want to browse the DCS catalog, which is why a view-only version is now available. Access instructions can be found in our DCS View-Only Catalog guide.
Subawards & Subcontracts | Invoice Approval
Invoices related to a subaward or subcontract must be approved by the associated fund manager and principal investigator (PI) before they can be processed by Accounts Payable (AP).
The type of purchase order (PO) determines how this approval is initiated and tracked.
BruinBuy Plus PO
If the invoice is associated with a subaward / subcontract PO that was created in BruinBuy Plus, it’s routed to the Subaward / Subcontract Approvals workflow step – the PI and fund manager are then notified through BruinBuy Plus. Once the necessary approvals are completed via BruinBuy Plus’ approval module, the invoice moves out of this workflow step and into AP Review.
NOTE: If an invoice associated with a BruinBuy Plus PO is routed to the incorrect subaward / subcontract approver(s), submit a support ticket or attend Subaward / Subcontract office hours.
Legacy BruinBuy (Migrated) PO
If the invoice is associated with a subaward / subcontract PO that was originally created in legacy BruinBuy, it moves to the AP Review workflow step – it remains in this step until the necessary approvals are received. AP emails the fund manager to obtain the approvals.
Review the Subaward / Subcontract Tips & Resources guide for additional information.
Invoice Submission | General How-To Reminder
In order for AP to pay an invoice, it must be submitted to noreply@invoices.ucla.edu and meet UCLA’s submission requirements. Simply attaching an invoice to the associated requisition, purchase order, or form will not result in payment.
NOTE: After-the-Fact forms and punchout catalog orders are exceptions to this rule.
Labor Day Holiday | Office Closure
On Monday, September 2, 2024, UCLA Campus Purchasing & Payables will be closed in observance of Labor Day. Check out Next Week’s Forecast or the Events web page for rescheduled office hour sessions!
Next Week's Forecast | September 2 - September 6
Take a look at next week's support opportunities and important events:
| Day | Details |
|---|---|
| Monday, September 2 | Office Closed | Labor Day Holiday |
| Tuesday, September 3 | 3 p.m. – 4:15 p.m. PT | Vendor Management Office Hours |
| Wednesday, September 4 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 12 p.m. PT | Purchasing Office Hours |
| Thursday, September 5 | 11 a.m. – 11:45 a.m. PT | Subaward / Subcontract Office Hours 11 a.m. – 12 p.m. PT | Non-T&E Reimbursement Office Hours 1 p.m. – 2:30 p.m. PT (extended session) | AP Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance window starts |
| Friday, September 6 | 3 a.m. PT | BruinBuy Plus monthly maintenance window ends |
NOTE: Due to reduced question volume, Vendor Management office hours have been shortened to 75 minutes, and Purchasing office hours have been shortened to 60 minutes.
In Case You Missed It...
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| MAINTENANCE WINDOW | IMPACT |
| Thursday, September 5, 5 p.m. PT through Friday, September 6, 3 a.m. PT | Intermittent system disruptions |
| Saturday, September 14, 3 p.m. PT through 11 p.m. PT | Intermittent system disruptions |
| Thursday, September 19, 5 p.m. PT through Friday, September 20, 3 a.m. PT | Intermittent system disruptions |
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!
PO Closure Functionality
Effective 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 creating a support ticket.
Training Resources
Comprehensive training materials and FAQs can be found on our new PO Closure web page.
Legacy Invoice Submission Portal Sunset
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 has 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 will need to request legacy invoice copies from Accounts Payable. Additional details will be shared in a future communication.
Questions?
Submit a ticket to our Service Desk or attend AP office hours.
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.
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
BruinBuy Plus Recap Web Articles
Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.
