In this issue:
- Irregular Invoices | Upcoming Resolution Deadline
- Updated Rejection Protocol | Unmigrated Legacy PO Invoices
- Next Week's Forecast | Events & Deadlines
- In Case You Missed It... | A Glance at Previous News
Irregular invoices with a hold date of January 1, 2025, through January 31, 2025, must be actioned by departments no later than end of day next Friday, February 14.
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.
Need help? Join an upcoming office hour or irregular invoice working session!
NOTE: Unactioned invoices are reviewed on a case-by-case basis. Invoices with a 2024 hold date that were not actioned by the previous January 31 deadline have been processed per the final disposition paths table.
BruinBuy Plus just celebrated its one-year anniversary! With this milestone, Accounts Payable is updating the rejection protocol for invoices that list an unmigrated legacy purchase order (PO).
Background
Once an invoice is submitted to UCLA, it’s scanned by Digital Capture, an optical character recognition (OCR) tool that maps invoice information to the associated PO.
As of June 2024, invoices that list an invalid PO (i.e., closed PO, missing PO, listed PO does not exist) are rejected rather than placed on indefinite hold. Depending on the PO issue, the invoice follows one of two rejection paths:
- Initial Submission Rejection: The invoice is rejected during the Digital Capture review. Initial submission rejections are not visible in BruinBuy Plus.
- BruinBuy Plus Rejection: The invoice is rejected after it has populated in BruinBuy Plus and entered approval workflow. The invoice remains visible in BruinBuy Plus.
REMINDER: Unmigrated legacy POs are closed and considered invalid.
What's Changing?
Previously, invoices that listed an unmigrated legacy PO followed the BruinBuy Plus rejection path. Moving forward, these invoices will follow the initial submission rejection path and no longer be visible in BruinBuy Plus.
What Do I Need to Do?
Please continue to work with your vendors to ensure they’re listing valid PO numbers on their invoices. You can learn more about invoice rejection on the Rejected Invoices web page.
| Day | Details |
|---|---|
| Monday, February 10 | N/A |
| Tuesday, February 11 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, February 12 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, February 13 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2:30 p.m. PT | Accounts Payable Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, February 14 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 11 a.m. – 12 p.m. PT | Irregular Invoice Working Session End of Day | Irregular invoice resolution deadline |
What’s Happening?
If a Change Request is issued against a PO with one or more fully invoiced lines, the fully invoiced lines duplicate on the revised PO. This occurs even if the lines weren’t edited in the Change Request submission.
NOTE: This issue only impacts POs with fully invoiced lines. Review the How to Determine the Invoicing Status of PO Lines guide for additional information.
What Should I Do?
Please follow this updated guidance:
| PO Type | Guidance |
|---|---|
| Subawards / Subcontracts | Continue to submit Change Requests as needed. The Subaward / Subcontract team will review requests on a case-by-case basis and contact you with next steps if your PO has one or more fully invoiced line items. |
| Non-Subawards / Non-Subcontracts | Refrain from submitting Change Requests for POs with one or more fully invoiced line items. If you need to make changes, create a new PO. |
NOTE: Pending Change Requests with fully invoiced lines won’t be approved by Campus Purchasing until this issue is resolved. Change Requests unaffected by this issue will continue to be processed.
When Will This Be Fixed?
The BruinBuy Plus team is actively working to fix this error. We'll continue to update you as we learn more.
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Saturday, February 8, 3 p.m. PT through 11 p.m. PT | Intermittent system disruptions |
| Thursday, February 13, 5 p.m. PT through Friday, February 14, 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!
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
