Review this edition to learn about changes to the BruinBuy Plus ServiceNow portal, new system enhancements, and more!
BruinBuy Plus ServiceNow Portal
The ServiceNow portal is available to create a ticket with the Service Desk team for BruinBuy Plus support. Starting this week, a new question has been added in the Open a Ticket (BruinBuy) screen to identify inquiries related to subawards/subcontracts or grant orders using object codes 7300 or 7310.
If your inquiry is related to a research subaward/subcontract or grant orders using object codes 7300 or 7310, please respond Yes to this question. As always, include a detailed description of the issue that you’re encountering and attach any necessary screenshots to the ticket. This will assist the Service Desk with triaging your ticket to the appropriate team in a timely manner.
New Florist Services: UCLA Vendor Agreement List
Two new campus-wide floral services are available through BruinBuy Plus’ contract compliance tracker (CCT) process:
NOTE: Farrah’s Florist offers a 15% discount for event flowers and plants (other than orchids). Delivery cost is based on the distance. Starts from minimum of $6 and maximum of $12.
New System Enhancements
Override Distribution
As you may know, the Override Distribution feature in BruinBuy Plus can be used to:
Change the email address that is used to send a vendor a UCLA purchase order (PO), or
Prevent a PO from being sent to a vendor (e.g., when a new PO is needed to resolve an irregular invoice)
When using the Override Distribution field of the requisition, the dropdown text now reads “Yes, I have an email to enter below” to serve as a reminder to enter a new vendor email address in the system.
For step-by-step instructions on how to use the Override Distribution feature, please refer to the Override Distribution QRG.
NOTE: When using the Override Distribution field to prevent a PO from being sent to a vendor, it is best practice for the Campus Buyer to enter their own email address.
New text on the Override Distribution dropdown
New vendor email address provided by the Campus Buyer
Service Start and End Date
The Service Start Date and Service End Date fields have been removed from all forms, except for the Research Subaward and Research Subcontract Request forms. The purpose of this change is to alleviate confusion among users who were unable to enter a past date in the system. If a Service Start and/or Service End Date needs to be documented, please include those details in the Product Description of the requisition.
BruinBuy Plus Reminders
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.
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, you do not need to complete the mailing list form.
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:
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.
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.
