Review this edition to learn more about new BruinBuy Plus web pages, the holiday schedule for BruinBuy Plus campus office hours, and more!
New BruinBuy Plus Web Pages
We’re excited to announce two new BruinBuy Plus web page resources: Invoice & Pay Statuses and Rejected Invoices.
Invoice & Pay Statuses
The Invoice & Pay Statuses web page replaces the previous “Search Invoice & Payment Status” PDF training guide. This enhanced format brings improved searchability and expanded content, allowing you to easily access the information you need without leaving the Campus Purchasing & Payables website.
Rejected Invoices
The Rejected Invoices web page is designed for both departments and vendors. It documents UCLA’s two invoice rejection paths, offering visual and written resources to help you understand why an invoice may be rejected.
TIP: Interested in seeing the rejection messages sent to vendors? Look no further – this page features the latest email templates!
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.
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
For step-by-step instructions on how to use the override distribution feature, please refer to the Override Distribution QRG.
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.
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 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.
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.
