In this issue:
- PO Closure Initiative | BruinBuy Plus Form POs (Part 6)
- Irregular Invoices | Latest Resolution Deadlines
- February System Maintenance | Potential BruinBuy Plus Disruptions
- 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. With our January 8 BruinBuy Plus enhancement, most POs now automatically close once exhausted.
While this expanded functionality improves UCLA’s PO landscape moving forward, a clean-up effort is still required to close POs that were exhausted prior to January 8. Currently, there are approximately 35,000 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.
Given the volume of POs in this category, this activity will continue to be completed over several phases. Starting March 3, UCLA Campus Purchasing will begin to close Part 6 POs on your behalf.
All you need to do is:
1. Review the BruinBuy Plus Form PO Clean-Up (Part 6) file.
- 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.
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 Monday, March 2 (exceptions are not guaranteed).
- If your unit’s PO(s) are ready to be closed, no action is required.
*excludes subawards / subcontracts; ~82,000 POs comprised parts 1, 2, 3, 4, & 5.
The Irregular Invoice Resolution Calendar has been updated with the latest department deadlines!
Not sure how to identify the invoices your team is responsible for actioning? Follow the steps in the How to View & Sort Irregular Invoices by Hold Date training guide.
TIP: Add upcoming deadlines to your calendar through our dynamic Events feed.
REMINDER: February Deadline
Irregular invoices with a hold date of January 1, 2026, through January 31, 2026, must be actioned by departments no later than end of day today, February 20.
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.
NEW! March Deadlines
| Invoice Hold Date | Department Action Deadline |
|---|---|
| February 1, 2026, through February 15, 2026 | Friday, March 13, end of day |
| February 16, 2026, through February 28, 2026 | Monday, March 30, end of day |
Resources & Support
- Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
- Receive live support through office hours.
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| MAINTENANCE WINDOW | IMPACT |
|---|---|
| Thursday, February 26, 5 p.m. PT through Friday, February 27, 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!
| DATE | DETAILS |
|---|---|
| Monday, February 23 | N/A |
| Tuesday, February 24 | 11 a.m. – 11:45 a.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, February 25 | 9 a.m. – 9:45 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, February 26 | 11 a.m. – 11:30 a.m. PT | Subcontract & Subaward Office Hours 1 p.m. – 1:45 p.m. PT | Accounts Payable Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, February 27 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends |
NOW LIVE: Form Version Control
BruinBuy Plus continues to evolve based on business needs and your feedback, which is why we’ve launched a new feature to help things run smoothly: form version control.
As forms are updated and improved, this enhancement ensures you’re always using the most current version. If you accidentally copy and submit an outdated form, the system will automatically return it to you, saving time, reducing back-and-forth, and ensuring you’re always aware of the latest form requirements.
Check out the new How to Determine Why a Requisition was Auto-Returned training guide to learn more about this process!
TIP: Moving forward, modified forms will list the latest revision date at the bottom of the corresponding BruinBuy Plus Instruction page. Want to see an example? Head over to the Purchase Request form, which was recently updated to improve approval routing for covered services.
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.
