Review this edition to learn more about the July P2P Hot Topic Webinar, a change request error message, recent system enhancements, and more!
Recap: July P2P Hot Topic Webinar
The latest P2P Hot Topic Webinar was held on July 10, 2024. During the session, subject matter experts presented information about the UCLA BlueTriton ordering process and provided an online ordering demo.
Missed the webinar? Get caught up by reviewing the presentation slides and webinar recording.
Change Request Error: Vendor Fulfillment Center Differs
In BruinBuy Plus, you can enable a custom distribution to send a purchase order (PO) to an email address that is different than the one listed on the vendor’s PaymentWorks account. For POs with a custom distribution enabled, some users are receiving an error message when completing a Change Request to add additional line items:
To resolve this error, please open a ticket with the Service Desk. In your ticket, include the PO number and note that it is a “change distribution error.” A member of the Purchasing team will be able to assist with editing the PO. The University is looking into a long-term solution for this error and will provide an update when it has been implemented.
BruinBuy Plus Reminders
How to Identify Invoices via PAC or PCard
BruinBuy Plus invoices may show a Rejected status if they were paid via an alternate processing method (i.e., UCLA’s backend payment system [PAC] or PCard). To identify these invoices, reference the following training guides:
- How to Determine if a BruinBuy Plus Invoice Was Directly Processed in PAC guide
- How to Determine if a BruinBuy Plus Invoice Was Paid with a PCard guide
System Enhancements
On Monday, July 15, several system enhancements were made available in BruinBuy Plus. Please review the below details to learn more about these changes to the system.
New Vendor Search Layout
The vendor search feature has been enhanced to have a consistent experience with other search features within BruinBuy Plus, such as the invoice and purchase order searches. This layout change will allow you to more easily search for vendors within the system. New enhancements to the vendor search include the ability to:
- Add Quick filters
- Save searches
- Export search results
Enhanced Change Request Highlighting
When completing a Change Request, unit price, quantity, and new lines are highlighted in draft mode when the values are different from those on the corresponding purchase order. This makes it easier to identify changed values.
Improved “What’s Next?” Workflow Panel Formatting
The What's Next? workflow panel has been improved to help you better understand where documents are in workflow, including the ability to see timestamps for when activities were completed and by whom.
Service Desk Contact Information
The BruinBuy Plus hub continues to be updated with new resources. In the event the BruinBuy Plus hub is not able to answer your questions, the Service Desk is ready to assist. You can contact the Service Desk using one of below methods:
- Email: help@it.ucla.edu
- Phone: 310-267-HELP (4357)
- ServiceNow Portal: https://tinyurl.com/bruinbuy-plus-support
NOTES:
- The Service Desk is receiving a high volume of tickets through help@it.ucla.edu and other Business Finance Solutions (BFS) inboxes, such as Accounts Payable and Vendor Management. Please only direct your inquiries to one inbox to prevent duplicate tickets being produced.
- To ensure that we can address your questions in a timely manner, we ask that you please follow our best practices guide. Provide as much detail as possible in your ticket so that we can assist to the best of our ability.
- If you are following up on a ticket beginning with “SRXXXXXXX”, please reply to the most recent email with the ticket number in the subject line.
- Please do NOT email ucla@service-now.com for BruinBuy Plus support. BruinBuy Plus tickets are not created nor managed from that email address.
