In this issue:
- Irregular Invoices | Upcoming Resolution Deadline
- BruinBuy Plus System Issues | Resolved & Outstanding Errors
- Next Week's Forecast | Upcoming Events & Deadlines
- In Case You Missed It... | A Glance At Previous News
Irregular Invoices | Upcoming Resolution Deadline
Irregular invoices with a hold date of December 31, 2024, or earlier* must be actioned by departments no later than end of day next Friday, January 31.
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 will be centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.
Online Resources
Comprehensive instructions for viewing and addressing irregular invoices are available on the Irregular Invoice Reporting and Irregular Invoice Resolution web pages.
Follow the steps on the Irregular Invoice Resolution Calendar web page to identify the invoices your team is responsible for resolving by the deadline.
Live Support
- Irregular Invoice Working Sessions:
- Monday, January 27, 2 p.m. - 3 p.m. PT
- Wednesday, January 29, 2 p.m. - 3 p.m. PT
- Accounts Payable Office Hours:
- Tuesday, January 28, 11 a.m. - 12 p.m. PT
- Thursday, January 30, 1 p.m. - 2:30 p.m. PT
* includes invoices with a blank or NULL hold date
RESOLVED: Encumbrances Not Posting to GL
As previously announced, a technical issue prevented BruinBuy Plus encumbrances from posting to the general ledger (GL) December 12, 2024, through January 17, 2025.
The cause of this issue has been identified and resolved:
- New encumbrances started posting again on January 18.
- As of January 18, all December 2024 encumbrance transactions were completed.
- December 12 – December 31 and January 1 – January 17 encumbrance transactions will reflect in the January 2025 GL posting period.
Change Requests Duplicating PO Line Items
We’ve identified a technical issue that is causing Change Requests to duplicate purchase order (PO) lines.
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 the below guidance:
- Refrain from submitting Change Requests for POs with one or more fully invoiced line items.
- If you have an urgent PO update, create a new PO.
- Avoid submitting support tickets for this issue.
NOTE: Pending Change Requests for POs with fully invoiced lines won’t be approved by Campus Purchasing until this issue is resolved.
When Will This Be Fixed?
The BruinBuy Plus team is actively working to fix this error; however, a timeline isn't currently available. We'll continue to update you as we learn more.
Next Week's Forecast | January 27 – January 31
| Day | Details |
|---|---|
| Monday, January 27 | 2 p.m. – 3 p.m. PT | Irregular Invoice Working Session |
| Tuesday, January 28 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, January 29 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours 2 p.m. – 3 p.m. PT | Irregular Invoice Working Session |
| Thursday, January 30 | 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, January 31 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends END OF DAY | Irregular invoice resolution deadline |
In Case You Missed It...
Wildfire Relief
Expediting Critical Purchases
If your department needs to escalate urgent, fire-related purchases:
- New Orders: Add Fire-Related Purchase to your requisition’s Cart Name
- Existing Orders: Email purchasing@finance.ucla.edu with all relevant details (e.g., PO number, business justification, etc.)
Instructions for tracking fire-related expenses will be shared in future communications.
Shipping to a Home Address
Our new How to Assign a Home Ship-To Address training guide is now live!
When shipping a BruinBuy Plus order to a home address, it’s best practice for campus departments to add a business justification to the requisition’s Internal Notes or Comments. Requisitions requiring Campus Purchasing approval (e.g., orders over $10,000, restricted items, software) must include a business justification and CAO / CFO approval.
Stay tuned for additional ship-to training materials!
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | Impact |
|---|---|
| Thursday, January 30, 5 p.m. PT through Friday, January 31, 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
BruinBuy Plus Recap Web Articles
Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.
