Purchasing & Accounts Payable

In this issue:

• Winter Closure | 2024 Deadlines & Important Dates
• Office Hours | Modified Thanksgiving Schedule
• Legacy Invoice Submission Portal | Final Reminder: Sunsetting Today
• Vendor Promotions | Millipore Sigma & Eppendorf
• Next Week's Forecast | Office Hours & Other Important Events
• In Case You Missed It... | A Glance At Previous News

Winter Closure | Important Dates

The 2024-2025 Winter Holiday Closure is scheduled from Saturday, December 21, 2024, through Wednesday, January 1, 2025. Normal operations will resume on Thursday, January 2.

Access the Winter Closure Deadlines & Services web page for important procurement details. Quickly add deadlines to your calendar through our dynamic Events page!

Office Hours | Modified Thanksgiving Schedule 

UCLA Campus Purchasing & Payables will be closed Thursday, November 28, and Friday, November 29, in observance of Thanksgiving.

Due to the holiday, only a select number of office hour sessions will be held next week. Office hours will return to their normal schedules on Monday, December 2. Review the Next Week’s Forecast or Events web page for additional information.

FINAL REMINDER: Sunset Notice | Legacy Invoice Submission Portal

The legacy BruinBuy Invoice Submission Portal will be decommissioned at 5 p.m. PT today, November 22.

What Does This Mean?

This portal was one of several invoice submission methods used for the legacy BruinBuy system – it became view-only in December 2023. Once it has been sunset, campus users will no longer have direct access to its invoices.

How Can I Prepare?

If your unit needs to download a previously submitted portal invoice, please do so before 5 p.m. PT.

After today, you will need to request legacy invoice copies from Accounts Payable. Additional details will be shared next week. 

Questions?

Submit a ticket to our Service Desk or attend AP office hours.

Vendor Promotions

Millipore Sigma

Millipore Sigma is offering up to 30% off Cytiva Life Science products. Qualifying product categories include:

• Ficoll and Percoll Gradient Density Media: Up to 20% off
• Chromatography Columns, Resins, & Equipment: Up to 16% off
• Magnetic Beads: Up to 20% off
• Western Blotting: Up to 35% off
• Genomics: Up to 20% off

Discounts are valid through December 31, 2024. Review the promotional flyer for additional information. 

Eppendorf

Eppendorf’s Black Friday sale runs through the end of the year and offers the following promotions:

• Eppendorf Microcentrifuge 5425R (Refrigerated): Discounted to $4,999
• Pipettes: Buy three, get one free

Contact Eppendorf territory manager, Cameron Gordien, if you would like to take advantage of these deals through the new punchout catalog.

Next Week's Forecast | November 25 – November 29

Take a look at next week’s support opportunities and important events:

In Case You Missed It...

Recent Enhancements

Irregular Invoice Dashboard: Invoice Details Functionality

The Campus Irregular Invoice Dashboard provides a holistic view of your unit’s irregular invoice volume, allowing you to quickly filter and visualize invoice data.

Based on your feedback, we’ve taken the dashboard one step further… it now features invoice-specific details, including invoice owner, voucher, and purchase order (PO) number. Wish you could export dashboard data for your own analysis? Now you can!  

Review the Irregular Invoice Reporting web page for complete instructions.

NOTE: If you receive an error message when accessing the dashboard, complete our access request form. 

FAU Account Title

In response to campus feedback, BruinBuy Plus’ FAU Account field now displays an account’s base title. Previously, BruinBuy Plus populated the title of an account’s most recent Account-Cost Center combination even when a different Cost Center (CC) was entered on a transaction.

Historical transaction data is also being updated to align with this change. 

Decoupled Catalog Order Object Code and Commodity Code

Catalog order Object Codes are no longer automatically populated.* You can now easily select your desired code at the header or line item level!

Previously, the BruinBuy Plus system auto-populated catalog order Object Codes based on a line item’s assigned Commodity Code – this was meant to reduce the number of clicks required to complete an order. Unfortunately, this mapping was sometimes too broad and resulted in certain orders being submitted with the incorrect Object Code(s).

*Commodity Code 4730 Pharmaceuticals will continue to auto-populate Object Code 4730.

Improved Lab Animal Purchase Instructions

In collaboration with UCLA’s Division of Laboratory Animal Medicine (DLAM), BruinBuy Plus’ Purchase Request Form now guides users to the appropriate purchasing channel for live animal vendors. The form’s logic clearly defines which vendor purchases must be made through DLAM’s Cayuse portal rather than BruinBuy Plus. 

November Hot Topic Materials

Our November 13 Hot Topic webinar covered an array of subjects, including a preview of winter closure deadlines, a demo of the Campus Irregular Invoice Dashboard, 1-800-Flowers purchases, and the Eppendorf punchout catalog!

Missed the webinar? No problem! The recording and presentation materials are now available. 

Recap Mailing List Form

Would one of your colleagues benefit from receiving the weekly BruinBuy Plus Recap? Have them complete our mailing list form!

NOTE: If you already receive the BruinBuy Plus Recap, no action is needed.

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