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BruinBuy Plus Recap | June 10, 2024

Review this edition to learn about our irregular invoice resolution, invalid purchase order (PO) rejection protocol for irregular invoices, and more!

ACTION NEEDED: Irregular Invoice Resolution

Over the last six weeks, UCLA's backlog of invoices submitted on or before April 3 has been reduced by more than 95%! With fiscal close fast approaching, we need your help addressing the remaining irregular invoices.

What is an Irregular Invoice?

For those familiar with the legacy BruinBuy system, irregular invoices are the BruinBuy Plus equivalent of hold & incomplete (H&I) invoices. They’re invoices that have been placed on hold and/or matching exception and require department or vendor action before they can be processed.

What Do I Need to Do?

Complete the following steps by end of day Friday, June 14: 

  1. Access your organization’s personalized Irregular Invoice Backlog Inventory. This custom inventory link was included in our June 3 communication to irregular invoice points of contact (POCs), CAOs, and CFOs. If you did not receive this communication and need access, submit a ticket through our Irregular Invoice General Questions & Requests form.
  2. To resolve an invoice, follow the relevant instructions on the Irregular Invoice Resolution web page.
  3. Review the Fiscal Close web page for other important fiscal year-end deadlines.

If the appropriate actions are not taken by the June 14 deadline, impacted invoices may be 1) rejected OR 2) not paid this fiscal year. 

NOTE: Irregular invoices should be actioned on an ongoing basis; however, this fiscal close effort is solely for invoices submitted on or before April 3. We cannot guarantee that irregular invoices from April 4 or later will be fully resolved and processed by the end of June. We’ll continue to provide irregular invoice guidance during the next fiscal year.

Support Opportunities

Join our weekly irregular invoice office hours for logistical support and how-to information. For questions about this effort, submit a ticket through our new irregular invoice form.

NOTE: These office hours are solely for irregular invoices. Other invoice questions should be directed to AP office hours.

 

NEW: Invalid PO Rejection Protocol for Irregular Invoices

In alignment with industry standards and best practices, irregular invoices caused by an invalid purchase order (i.e., closed PO, missing PO, listed PO does not exist) will now be rejected rather than placed on indefinite hold. 

Vendors will receive an email notification informing them of the rejection with instructions to correct and resubmit their invoice. Review the Irregular Invoice Resolution: Invalid PO web page to learn more about this process, what it means for you and your vendors, as well as how to identify impacted invoices. 

BruinBuy Plus Reminders

Review the Fiscal Year-End 2024 Web Page

Review the Fiscal Close web page for important fiscal year-end deadlines, such as due dates for PCard statement report approval and irregular invoice resolution. 

BruinBuy Plus Communications Archive

Need a refresher of previous BruinBuy Plus communications that have been sent to campus? Access the new BruinBuy Plus Communications Archive web page on the Ascend 2.0 website. This web page contains a historical log of all readiness communications, post go-live communications, and weekly BruinBuy Plus Recaps for you to access.

Weekly Recap Mailing List

Do you know a colleague that would benefit from receiving the BruinBuy Plus Recap each week? Please have them complete our new mailing list form to receive future editions. 

NOTE: If you already receive the BruinBuy Plus Recap weekly, you do not need to complete the mailing list form.

Invoice Processing by AP

AP is working diligently to get invoices paid as quickly as possible. As a reminder, the current processing date for invoice payments can be found on the AP Service Standard web page.

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:

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.

Upcoming Events

For information on all events, visit the Events web page on the Ascend 2.0 website.

  • Accounts Payable Office Hours | Join us for BruinBuy Plus Accounts Payable (AP) Office Hours to get your AP questions answered by procurement leaders and subject matter experts. Mondays at 9:00 – 10:30 a.m. PDT and Fridays at 3:00 – 4:30 p.m. PDT.
    • Travel Accounting present on Mondays.
    • Central Resource Unit (CRU) present Fridays.
  • Vendor Management Office Hours | Join us for BruinBuy Plus Vendor Management Office Hours to get your vendor management questions answered by procurement leaders and subject matter experts. Tuesdays at 3:00 – 4:30 p.m. PDT.
  • Purchasing Office Hours | Join us for BruinBuy Plus Purchasing Office Hours to get your purchasing questions answered by procurement leaders and subject matter experts. Wednesdays at 11:00 a.m. – 12:30 p.m. PDT.
  • Subaward/Subcontract Office Hours | Join us for BruinBuy Plus Subcontract/Subawards Office Hours to get your questions answered by procurement leaders and subject matter experts. Thursdays at 11:00 – 12:00 p.m. PDT.