In this issue:

• PO Closure Initiative | REMINDER: Expanded Auto-Closure
• BruinBuy Plus Enhancement | Required Header Accounting Codes
• Irregular Invoices | Upcoming Resolution Deadline
• 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 purchase orders (POs) is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations.

As communicated on January 9, most POs now automatically close once exhausted.

Since this enhancement has been live for a few weeks, we’ve put together a few helpful tips and reminders!

Key Reminders

• When auto-closure is triggered, the PO’s AP Status moves from Open to Soft Closed for 10 calendar days.

  NOTE: The 10-day soft-closed countdown will not start until all Payable invoices have moved to Paid or Canceled status. Auto-closure does not affect the processing of these invoices.

• If the PO has not been reopened by the 11th calendar day, it moves to a Closed status and the associated encumbrance released. Any new invoices received against the closed PO are automatically rejected.
• Subawards, subcontracts, select Maximo PO categories, and POs that have opted out of auto-closure must be manually closed.

Resources

• PO Closure Web Page: review general information, quick reference guides, and instructions for reopening a PO.
• PO Reporting Web Page: easily learn how to monitor your open and soft-closed POs, as well as auto-rejected invoices.

Overview

PO Accounting Codes are set at two levels:

• Header level: Establishes the default FAU information for all PO lines
• Line level: Overrides the default FAU information for the selected line (if needed)

The first four (4) digits of the PO number identify the associated department and are derived only from the header-level Accounting Codes.

What’s Changing?

Previously, users were not required to complete a requisition’s header if line-level Accounting Codes were entered, causing select POs to not have a department code prefix.

To ensure accurate PO numbering, header-level Accounting Codes are now required on all requisitions. 

NOTE: Line-level overrides will continue to be supported.

Irregular invoices with a hold date of November 17, 2025, through December 31, 2025, must be actioned by departments no later than end of day today, February 6.

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. 

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!

COMING SOON: Form Version Control

BruinBuy Plus continues to evolve based on business needs and your feedback, which is why we’re preparing a new feature to help things run smoothly: form version control.

As forms are updated and improved, this enhancement will ensure 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.

This enhancement will launch in the near future – stay tuned for the official announcement!

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