In this issue:

• PO Closure Initiative | FINAL REMINDER: BruinBuy Plus POs (part 2)
• Irregular Invoices | System Issue & Upcoming Deadline
• BruinBuy Plus Enhancement | Change Request Improvements
• Winter Closure | Important Dates
• Office Hours | 2025 Year-End Schedule
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

The timely closure of POs is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. At this time, only catalog and After-the-Fact (ATF) POs are automatically closed once exhausted (stay tuned for exciting updates to this process!).

Currently, there are approximately 80,000 BruinBuy Plus form POs* that 1) have not been invoiced against in at least three months AND 2) have a negative or $0 PO balance. We want to make this clean-up process as easy as possible!

Given the high volume of POs in this category, this effort will be completed over several phases. Starting December 8, UCLA Campus Purchasing will begin to close Part 2 POs on your behalf.

All you need to do is: 

1.  Review the BruinBuy Plus Form 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 are fully exhausted AND haven’t been utilized in at least three 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 today, December 5 (exceptions are not guaranteed).  

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

  IMPORTANT: If a listed PO receives an invoice after this message is distributed, it will remain open until the invoice(s) has been paid. Exceptions don’t need to be submitted for these scenarios.

*excludes subawards / subcontracts; ~34,000 POs comprised Part 1 of this effort.

System Issue: Campus Dashboard Not Refreshing

A data export issue is preventing the Campus Irregular Invoice Dashboard from updating.

What Should I Do?

Until the issue is resolved, irregular invoice data should be pulled directly from BruinBuy Plus. Review the Irregular Invoice Reporting web page for comprehensive how-to instructions.

When Will This Be Fixed?

The BruinBuy Plus team is actively working to address this issue, and resolution is expected in the near future. We will continue to update you as we learn more.

FINAL REMINDER: Upcoming Resolution Deadline

Irregular invoices with a hold date of November 1, 2025, through November 16, 2025, must be actioned by departments no later than end of day today, December 5.

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. 

NOTE: Although the winter closure deadline for Change Requests (CRs) was November 26, CRs should continue to be submitted as needed to resolve irregular invoices. Accounts Payable will not reject irregular invoices with pending CRs.

Our Change Request training just got a major upgrade! Explore the new PO Modifications web page for everything you need to know about Change Requests:

• Use cases & best practices
• Key system limitations
• Workflow status definitions
• How-to guides & FAQs
• …and more!

Access

Feature Spotlight: Per popular demand, Change Requests now display fully-invoiced PO lines! Although this functionality has been enabled, modifying fully- or over-invoiced lines may result in encumbrance issues – edit with caution.  

The 2025-2026 Winter Holiday Closure is scheduled from Wednesday, December 24, 2025, through Friday, January 2, 2026. Normal operations will resume on Monday, January 5.

Access the Winter Closure Deadlines & Services web page for details. Quickly add deadlines to your calendar through our dynamic Events page! 

With Winter Closure right around the corner, we’re in the final stretch of 2025 office hours!

• UCLA Campus Purchasing & Payables and Travel Accounting will hold sessions through the week of December 8.*
• Office hours will return the week of January 12.

Stay tuned: Next year’s registration details will be included in our first 2026 Recap.

*See the Next Week’s Forecast section for temporary schedule adjustments. 

Upcoming System Maintenance

To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods: 

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!

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