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BruinBuy Plus Recap | January 10, 2025

BruinBuy Plus Recap: Your Weekly Review of Procurement News

In this issue:

Irregular Invoices | 2025 Resolution Calendar

On January 8, Chief Procurement Officer O.T. Wells II announced the new Irregular Invoice Resolution Calendar. By providing clear, pre-determined invoice resolution deadlines, this resource supports our collective responsibility to pay vendors in a timely manner.

How It Works

The calendar is based on an invoice’s hold date, a new BruinBuy Plus field that allows you to see when an invoice was categorized as “irregular”. Each hold date has a corresponding resolution deadline – if the necessary department action(s) is not taken by the deadline, the impacted invoice may be rejected or pushed to payment.

Additional information on how unactioned invoices will be centrally addressed can be found on the Irregular Invoice Resolution Calendar web page. 

Next Resolution Deadline

Invoices with a hold date of December 31, 2024, or earlier as well as those with a blank / NULL date* must be actioned by departments no later than end of day Friday, January 17.

NOTE: At this time, the Irregular Invoice Resolution Calendar is a pilot and only features a mid-January deadline. Additional dates will be added based on data trends and feedback.  

* If an invoice has a blank or NULL hold date, it was placed on hold / matching exception prior to the new field being added to the system. BruinBuy Plus hold dates appear as MM/YYYY while Irregular Invoice Dashboard hold dates appear as MM/DD/YYYY.

Live Support

We’re here to help!

  • Irregular Invoice Working Sessions: These meetings are dedicated to irregular invoice questions and resolution.
    • Monday, January 13, 2 p.m. - 3 p.m. PT
    • Tuesday, January 14, 1 p.m. - 2 p.m. PT
    • Friday, January 17, 10:30 a.m. - 12 p.m. PT
  • Office Hours: Irregular invoice inquiries can also be brought to the Tuesday / Thursday Accounts Payable office hours.

Review the initial communication for complete details.

System Issue | Encumbrances Not Posting to GL

We recently discovered a technical issue that is preventing BruinBuy Plus encumbrances from posting to the general ledger (GL).

What Does This Mean?

BruinBuy Plus encumbrances haven't posted to the GL since December 12, 2024. As a result, encumbrance transactions between December 12, 2024, and December 31, 2024, won't be reflected in the December 2024 GL posting period. This includes the addition of new encumbrances as well as the release of existing encumbrances. 

When Will This Be Fixed?

The BruinBuy Plus team is actively reviewing this issue; however, a resolution timeline isn't currently available. We'll continue to update you as we learn more.

How Can I Help?

At this time, we ask that you refrain from reconciling encumbrances or submitting encumbrance release requests.

PaymentWorks | New Knowledge Article Links

PaymentWorks, UCLA’s vendor management tool, has published a variety of knowledge articles to help vendors and departments navigate the system.

With the recent launch of PaymentWorks’ redesigned knowledge base, all help articles now have new links – starting January 15, historical links will be inactivated.

What this means for you:

Need to update your / your vendor’s bookmarks? Check out some of PaymentWorks most popular articles below:

REMINDER: PaymentWorks knowledge articles are not specific to UCLA. Refer to our Vendor Registration Training and Frequently Asked Questions web pages for UCLA-specific resources.

Upcoming System Maintenance | January 2025

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

Maintenance WindowImpact
Saturday, January 11, 3 p.m. PT through 11 p.m. PTIntermittent system disruptions 
Thursday, January 30, 5 p.m. PT through Friday, January 31, 3 a.m. PTIntermittent 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!

Next Week's Forecast | January 13 – January 17

DayDetails
Monday, January 132 p.m. – 3 p.m. PT | Irregular Invoice Working Session
Tuesday, January 14

11 a.m. – 12 p.m. PT | Accounts Payable Office Hours

1 p.m. – 2 p.m. PT | Irregular Invoice Working Session

3 p.m. – 4 p.m. PT | Vendor Management Office Hours

Wednesday, January 15

9 a.m. – 10 a.m. PT | Travel Accounting Office Hours

11 a.m. – 11:45 a.m. PT | Purchasing Office Hours

Thursday, January  16

11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours

1 p.m. – 2:30 p.m. PT | Accounts Payable Office Hours 

Friday, January 17

10:30 a.m. – 12 p.m. PT | Irregular Invoice Working Session

5 p.m. PT | Irregular invoice resolution deadline for invoices with a hold date of December 31, 2024, or earlier as well as those with a blank / NULL date

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