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BruinBuy Plus Recap | August 9, 2024

BruinBuy Plus Recap: Your Weekly Review of Procurement News

In this issue:

Upcoming Webinar | Monthly Hot Topic

Join us next Wednesday, August 14, at 11 a.m. PT for a Hot Topic webinar dedicated to all things vendor management! From an in-depth review of the vendor onboarding process to updated campus and vendor resources, this session won’t disappoint.

NOTE: To accommodate this webinar, next week’s Purchasing office hour has been moved to Tuesday, August 13. 

Credit Memos | Submission Best Practices

Credit memos are issued by vendors to correct or adjust a previous invoice or payment mistake. Similarly to invoices, they are submitted to Accounts Payable through noreply@invoices.ucla.edu.

To ensure timely processing, credit memos should meet the following criteria:  

  • Reference a valid UCLA purchase order (PO) number AND the original debit invoice number within the submitted file 
  • Include a unique invoice number (this can be the original debit invoice number with a “CR” suffix or prefix [e.g., CR1234567 or 1234567CR]) 
  • Not exceed 8.5 x 11” page size 
  • One credit memo per electronic image file (PDF preferred) 
REMINDER: If the PO number and original debit invoice number are only listed in the subject line of the submission, it won't satisfy the above criteria. 

Freight Carriers Web Page | Shipping & Receiving

Looking for your shipping and receiving options? Our Domestic & International Freight Carriers web page has you covered! With just one click, you can access how-to and support information for USPS, FedEx, American Cargoservice, and UPS.  

NOTE: We recently expanded this web page’s FedEx customer service details – now you can easily identify the support channel you need.  

Invalid POs | Rejection Protocol Reminder

Irregular invoices have been placed on hold and/or matching exception and require department or vendor action before they can be processed. 

In alignment with industry standards and best practices, irregular invoices caused by an invalid purchase order (i.e., closed PO, missing PO, listed PO does not exist) are rejected rather than placed on indefinite hold. 

Review the Rejected Invoices web page for additional information, including how vendors and departments are notified of impacted invoices.  

Next Week's Forecast | August 12 – August 16 

We’ve made some changes to our office hour schedule and registration links! Take a look at next week’s support opportunities and important events:

DayDetails
Monday9 a.m. – 10:30 a.m. PT | Accounts Payable (AP) Office Hours
Tuesday

11 a.m. – 12:30 p.m. PT | Purchasing Office Hours 

3 p.m. – 4:30 p.m. PT  | Vendor Management Office Hours

Wednesday11 a.m. – 11:45 a.m. PT | Hot Topic Webinar
Thursday

11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 

1 p.m. – 2:30 p.m. PT | AP Office Hours

NOTE: As of August 1, AP’s Friday office hours have moved to Thursdays. 
FridayN/A

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
Saturday, August 10, 3 p.m. PT through 11 p.m. PT Intermittent system disruptions
Thursday, August 22, 5 p.m. PT through Friday, August 23, 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!

Invoices vs. Statements

While invoices and statements may showcase similar information, they serve different purposes: 

  • Invoice: An itemized document that indicates the goods and/or services delivered to a customer. Invoices are specific to a single transaction. 
  • Statement: A current report of a customer’s account, including outstanding invoices. Statements are not transaction-specific; they provide an overview of a customer’s purchase and payment history. 

Invoices are the only acceptable submission to noreply@invoices.ucla.edu – statement submissions will be rejected. Review the Electronic Invoicing web page for additional details.

New Recap Mailing List Form

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

NOTE: This new form replaces the former mailing list survey. 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:

BruinBuy Plus Recap Web Articles

Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.