In this issue:

• PO Closure Initiative | BruinBuy Plus Form POs (Part 5)
• BruinBuy Plus Enhancement | COMING SOON: Form Version Control
• Irregular Invoices | Latest Resolution Deadlines
• 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 31, UCLA Campus Purchasing will begin to close Part 5 POs on your behalf.

All you need to do is: 

1. Review the BruinBuy Plus Form PO Clean-Up (Part 5) 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 Friday, January 30 (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.

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 If you accidentally copy and submit an outdated form, the system will automatically return it to you, saving time, reducing back-and-forth, and ensuring you’re always aware of the latest form requirements.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 coming weeks – stay tuned for the official announcement!

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.

NEW! February Deadlines

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.

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