In this issue:
- Irregular Invoices | Latest Resolution Deadlines
- BruinBuy Plus System Issue | Update on Change Request Error
- Upcoming System Maintenance | Potential BruinBuy Plus Disruptions
- Next Week's Forecast | Events & Deadlines
- In Case You Missed It... | A Glance at Previous News
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.
REMINDER: January Deadline
Irregular invoices with a hold date of December 31, 2024, or earlier* must be actioned by departments no later than end of day today, 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 are centrally addressed can be found on the Irregular Invoice Resolution Calendar web page.
*includes invoices with a blank or NULL hold date
NEW! February Deadlines
| Invoice Hold Date | Department Action Deadline |
|---|---|
| January 1, 2025 – January 31, 2025 | Friday, February 14, end of day |
| February 1, 2025 – February 16, 2025 | Friday, February 28, end of day |
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.
- Help shape the future of irregular invoices by completing our feedback form.
BruinBuy Plus System Issue Update | Change Requests Duplicating PO Line Items
As communicated in last week’s Recap, 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.
When Will This Be Fixed?
The BruinBuy Plus team is actively working to fix this error; however, a timeline still isn't available. We'll continue to update you as we learn more.
UPDATED: What Should I Do?
| 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 for POs 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.
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!
| Day | Details |
|---|---|
| Monday, February 3 | N/A |
| Tuesday, February 4 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, February 5 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, February 6 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 11 a.m. – 12 p.m. PT | Non-T&E Reimbursement Office Hours 1 p.m. – 2:30 p.m. PT | Accounts Payable Office Hours |
| Friday, February 7 | N/A |
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.
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.
