In this issue:

• PO Closure Initiative | REMINDER: Legacy PO Clean-Up
• Irregular Invoices | Latest Resolution Deadlines
• November 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 PO Closure Initiative is dedicated to streamlining the PO closure process through enhanced system functionality, improved reporting, and expanded training materials.

REMINDER: Legacy PO Clean-Up (Part 1)

As announced on October 20, legacy PO clean-up has officially launched!

When BruinBuy Plus went live in January 2024, select POs were migrated from the legacy system. Legacy POs function like any other PO with one key exception: change requests are unable to be completed against them. If a legacy PO needs to be modified (e.g., additional funds added), it must be recreated.

Currently, there are over 9,500 open legacy 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! During the week of October 27, UCLA Campus Purchasing will close these POs on your behalf.

All you need to do is: 

1. Review the Legacy PO Clean-Up (Part 1) 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 the last 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 Monday, October 27 (exceptions are not guaranteed).

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

  IMPORTANT: If a legacy PO needs to be recreated, review our Legacy PO Recreation Guidance document. 

* excludes subawards and subcontracts

Catalog PO Clean-Up Status

On Thursday, October 23, catalog POs created on or before September 30 with a negative or $0 balance were centrally closed by UCLA Campus Purchasing. Review the Catalog PO Clean-Up file for complete details. 

NOTE: POs with pending BruinBuy Plus invoices were left open and will be closed once the invoices have been paid.

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. 

REMINDER: October Deadline

Irregular invoices with a hold date of October 1, 2025, through October 12, 2025, must be actioned by departments no later than end of day today, October 24.

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. 

NEW! November & December Deadlines

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.

To support monthly and quarterly 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!

New System Email Address Postponed

The BruinBuy Plus system notification change announced in the October 10 Recap has been postponed. Emails will continue to come from @SciQuest.com until further notice. Please update your search criteria and inbox filters as needed. We apologize for any inconvenience.

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