In this issue:
- Fiscal Year-End | General Updates & Reminders
- Irregular Invoices | Latest Resolution Deadlines
- BruinBuy Plus Enhancement | Ship-To Overrides on PO Lines
- Upcoming System Maintenance | Potential BruinBuy Plus Disruptions
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
The new fiscal year is just days away! Here’s what you need to know:
- FY 24-25 Accrued Expense (Form E) is due Monday, June 30, at 10 a.m. PT. Access the June 12 Controller’s Office memo for additional information.
- Requisitions and Change Requests in the Fiscal Year-End Hold step will be completed no later than July 2.
- Invoices in the Fiscal Year-End Hold step will move to a Complete invoice status between July 1 and July 11.* Payment will be issued per the listed BruinBuy Plus due date.
- July irregular invoice resolution deadlines are now available – read this Recap’s Irregular Invoices: Latest Resolution Deadlines section to learn more.
- Accounts Payable and Travel Accounting office hours will resume next week.
* Processing is based on BruinBuy Plus invoice creation date (first in, first out).
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.
NEW! July & Early August Deadlines
| Invoice Hold Date | Department Action Deadline |
|---|---|
| June 30, 2025, or earlier | Friday, July 18, end of day |
| July 1, 2025 – July 13, 2025 | Friday, August 1, end of day |
NOTE: Irregular invoice Change Requests held in the Fiscal Year-End Hold workflow step will be processed by July 2. Once the PO reflects the update(s), notify AP via invoice comments.
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.
Per industry best practice, POs should have a single ship-to address; however, BruinBuy Plus previously allowed users to override ship-to details at the line level. Although this feature was rarely utilized, it has been disabled to ensure compliance with export control rules.
TIP: If shipping to multiple addresses, create a separate PO for each ship-to! Need to ship to a home address? Access the How to Assign a Home Ship-To Address guide for instructions.
To support monthly and quarterly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| Maintenance Window | impact |
|---|---|
| Friday, July 11, 6 p.m. PT through Sunday, July 13, 9 a.m. PT | Complete system outage (quarterly update) |
| Thursday, July 17, 5 p.m. PT through Friday, July 18, 3 a.m. PT | Intermittent system disruptions |
| Thursday, July 24, 5 p.m. PT through Friday, July 25, 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!
| date | details |
|---|---|
| Monday, June 30 | 10 a.m. PT | Fiscal Close Deadline - Accrued Expense (Form E) |
| Tuesday, July 1 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, July 2 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, July 3 | 11 a.m. – 12 p.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2:15 p.m. PT | Accounts Payable Office Hours |
| Friday, July 4 | Office Closed | Independence Day |
As communicated in the June 6 Recap, we identified a data export issue that caused the Campus Irregular Invoice Dashboard to experience intermittent refresh delays. As of today, June 20, this issue has been fully resolved.
REMINDER: The dashboard updates at 5 p.m. PT every business day and reflects data from the previous business day. Access the Irregular Invoice Reporting web page for additional information.
Recap Mailing List Form
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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.
