In this issue:

• PO Closure Initiative | REMINDER: BruinBuy Plus Form POs (Part 4)
• 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 will now automatically close once exhausted!

While this expanded functionality will improve 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 January 24, UCLA Campus Purchasing will begin to close Part 4 POs on your behalf.

All you need to do is: 

1. Review the BruinBuy Plus Form PO Clean-Up (Part 4) 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 Thursday, January 22 (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; ~55,000 POs comprised parts 1, 2, & 3

PO Closure Initiative: Expanded Auto-Closure

We’re excited to share that effective January 8, most POs will now automatically close once fully exhausted.

Overview

Previously, only catalog orders and After-the-Fact POs auto closed when their balance hit $0 or below. Whether a PO closes manually or automatically, the closure process is the same:

1. The PO’s AP Status moves from Open to Soft Closed for 10 calendar days*. During this time, the PO can be reopened by UCLA Campus Purchasing. 

   NOTE: All existing soft-closed POs restarted this countdown on January 8.  

2. If the PO has not been reopened by the 11th calendar day, the PO moves to a Closed status and the associated encumbrance released. At this point, the PO can no longer be reopened.
3. Any new invoices received against the closed PO are automatically rejected.

REMINDER: Closing a PO does not relieve UCLA’s payment and/or contract obligations.

*previously 4 calendar days; if PO has one or more invoices in Payable status, the countdown won’t start until all invoices have been paid or canceled. 

Exclusions & Opt-Outs

We know auto-closure doesn’t fit every PO scenario, which is why several exclusions have been incorporated into the system:

• Subawards & subcontracts
• Select Maximo PO categories
• POs that have opted out of auto-closure

NOTE: During this transition period, POs that had pending invoices as of January 8 may bypass the auto-close process.

PO Closure Resources

• Monitoring your POs is easier than ever with our new canned reports! Check out the PO Closure Reporting web page to learn more.
• The PO Closure web page now features information on both manual and auto-closure.

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