In this issue:

• PO Closure Initiative | REMINDER: BruinBuy Plus POs (Part 2)
• Irregular Invoices | System Issue & Upcoming Deadline
• Winter Closure | Important Dates
• December 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 timely closure of POs is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. At this time, only catalog and After-the-Fact (ATF) POs are automatically closed once exhausted (stay tuned for exciting updates to this process!).

Currently, there are approximately 80,000 BruinBuy Plus form POs* that 1) have not been invoiced against in at least three months AND 2) have a negative or $0 PO balance. We want to make this clean-up process as easy as possible!

Given the high volume of POs in this category, this effort will be completed over several phases. Starting December 8, UCLA Campus Purchasing will begin to close Part 2 POs on your behalf.

All you need to do is: 

1.  Review the BruinBuy Plus Form PO Clean-Up (Part 2) file (optional).

• Use the Summary tab to quickly view PO volume by organization and department. 

• If your organization or department is not listed, you aren’t included in this round of clean-up.

  NOTE: Since these POs are fully exhausted AND haven’t been utilized in at least three months, your review is optional.

2. Request an exception (if needed).

• If you have a valid business justification for keeping a listed PO open, submit the PO Closure Exception form by end of day Friday, December 5 (exceptions are not guaranteed). 

• If your unit’s PO(s) are ready to be closed, no action is required.

  IMPORTANT: If a listed PO receives an invoice after this message is distributed, it will remain open until the invoice(s) has been paid. Exceptions don’t need to be submitted for these scenarios.

*excludes subawards / subcontracts; ~34,000 POs comprised Part 1 of this effort.

System Issue: Campus Dashboard Not Refreshing

We recently identified a data export issue that is preventing the Campus Irregular Invoice Dashboard from updating.

What Should I Do?

Until the issue is resolved, irregular invoice data should be pulled directly from BruinBuy Plus. Review the Irregular Invoice Reporting web page for comprehensive how-to instructions.

When Will This Be Fixed?

The BruinBuy Plus team is actively working to address this issue, and resolution is expected in the near future. We will continue to update you as we learn more.

Upcoming Resolution Deadline

Irregular invoices with a hold date of November 1, through November 16, 2025, must be actioned by departments no later than end of day Friday, December 5.

If the necessary department action(s) is not taken by this deadline, impacted invoices may be rejected or pushed to payment. Additional information on how unactioned invoices are centrally addressed can be found on the Irregular Invoice Resolution Calendar web page. 

NOTE: Although the winter closure deadline for Change Requests (CRs) is November 26, CRs should continue to be submitted as needed to resolve irregular invoices. Accounts Payable will not reject irregular invoices with pending CRs.

The 2025-2026 Winter Holiday Closure is scheduled from Wednesday, December 24, 2025, through Friday, January 2, 2026. Normal operations will resume on Monday, January 5.

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

NOTE: Travel Accounting deadlines were recently added to the web page.

To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:

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!

Improved System Tolerances for Irregular Invoices

Effective November 21, we updated our system tolerances to flag a broader range of invoices tied to purchase orders with insufficient funds. This gives you:

• Greater visibility into potential billing issues
• More control over invoice payments 

Flagged invoices will still follow the standard irregular invoice reporting and resolution process.

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.

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