In this issue:
- Aged Irregular Invoices | Year-End Resolution Deadline
- Winter Closure | Important Dates & Modified Services
- 2025 Office Hours | January Sessions Now Available
- BruinBuy Plus Recap | See You in the New Year!
- Next Week's Forecast | Upcoming Events & Deadlines
- In Case You Missed It... | A Glance at Previous News
Aged Irregular Invoices | Year-End Resolution Deadline
On December 12, Chief Procurement Officer O.T. Wells II announced that irregular invoices with a BruinBuy Plus creation date of November 15, 2024, or earlier should be actioned by departments no later than end of day today, December 20. This deadline supports UCLA’s 30-day standard payment terms and lays the foundation for a future resolution calendar, an exciting new tool that will launch in early 2025.
Review the initial communication for complete details.
NOTE: The December 12 message was only sent to the CAOs, CFOs, invoice owners, and legacy contacts of departments with irregular invoices created on or before November 15.
Winter Closure | Important Dates & Modified Services
The 2024-2025 Winter Holiday Closure is scheduled from Saturday, December 21, 2024, through Wednesday, January 1, 2025. Normal operations will resume on Thursday, January 2.
Modified services can be found below:
- BruinBuy Plus System: Available 24/7
- Irregular Invoice Dashboard: Will refresh on December 23, December 27, and December 30
- Help Desk: Limited staffing
- Campus Purchasing & Payables: Limited staffing to support critical transactions
Access the Winter Closure Deadlines & Services web page for other important procurement details.
Next Week's Forecast | December 23 – December 27
Take a look at next week’s important events:
| Day | Details |
|---|---|
| Monday, December 23 | Winter Closure |
| Tuesday, December 24 | Winter Closure |
| Wednesday, December 25 | Winter Closure |
| Thursday, December 26 | Winter Closure |
| Friday, December 27 | 5 p.m. PT | Deadline to submit subaward requisitions & amendments for 2024 approval |
In Case You Missed It...
Recent Enhancements
New Punchout Vendors
Based on your feedback, BruinBuy Plus has three new punchouts: Castle Press / Lithograph, Matheson TriGas, and Takara! As some of UCLA’s highest volume vendors, these new catalogs will streamline ordering and speed up processing.
- Castle Press / Lester Lithograph: Offers a wide range of print and communication services
- Matheson TriGas: Delivers gas products and solutions, including gas-phase and liquid-phase products
- Takara: Provides various life science reagents and instruments
NOTE: The Matheson punchout supports quotes; however, the Castle Press and Takara punchouts do not. Continue to utilize the BruinBuy Plus Purchase Request Form when placing quote-based orders with Castle Press and Takara.
Improved Override Distribution Logic
BruinBuy Plus’ Override Distribution feature allows you to change the email address to which a purchase order (PO) is sent. We’re excited to announce that new system logic will help ensure this functionality is used correctly!
Catalog Vendors
Catalog vendors have a set PO distribution method and are not eligible for email overrides. Previously, the BruinBuy Plus system didn’t prevent a user from erroneously enabling this setting, resulting in PO issues and invoice irregularities.
Users will now encounter an error if they attempt to submit a catalog order with Override Distribution enabled.
Override Distribution Email Address
In order for Override Distribution to work correctly, users must 1) enable the functionality and 2) enter the new email address to which they would like to send the PO. Moving forward, users will experience a hard stop if they try to submit their requisition without completing the Override Distribution Email Address field.
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.
