In this issue:

• PO Closure Initiative | FINAL REMINDER: ATF PO Clean-Up
• Irregular Invoices | Upcoming Resolution Deadline
• Vendor Event Spotlight | MilliporeSigma Seminar
• October 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

As announced on September 19, the new PO Closure Initiative is dedicated to streamlining the PO closure process through enhanced system functionality, improved reporting, and expanded training materials. To kick off this effort, we’re focusing on the stale PO backlog that has accumulated since BruinBuy Plus' initial launch, starting with After-the-Fact (ATF) POs. 

Background

The ATF Request form is used to process payment for unauthorized financial commitments made on behalf of UCLA (i.e., purchases made without first obtaining a valid PO). Because these purchases violate UC policy and procedures, the ATF form is considered an exceptional process, and a separate form must be submitted for each requested invoice payment.

The PO generated by an ATF form should be closed once the associated invoice has been paid or rejected. Currently, there are over 3,100 stale* ATF POs open in the system. 

*ATF PO created on or before July 1, 2025.

ATF Clean-Up

We want to make this clean-up process as easy as possible! During the week of October 6, UCLA Campus Purchasing will close your department’s stale ATFs. 

All you need to do is: 

1. Review the ATF PO Clean-Up file.

• Use the Summary tab to quickly view PO volume by organization and department.
• If your organization or department is not listed, you have no impacted POs.

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 today, October 3 (exceptions are not guaranteed).
• If your unit’s PO(s) are ready to be closed, no action is required.

Stay tuned for additional initiative updates!

Irregular invoices with a hold date of September 15, 2025, through September 30, 2025, must be actioned by departments no later than end of day Friday, October 10.

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.

Need help? Join an upcoming office hour.

Join MilliporeSigma’s on-campus technical seminar on Wednesday, October 8, from noon to 1 p.m. PT to learn about their most recent innovations in high-performance liquid chromatography (HPLC) column design and technology. Refreshments and other activities included!

For a complete event summary and RSVP instructions, access the Lunch & Learn invitation. Feel free to share this opportunity with interested faculty, staff, and researchers.

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!

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