In this issue:
- PO Closure Initiative | After-the-Fact POs
- Irregular Invoices | Upcoming Resolution Deadline
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance At Previous News
The timely closure of purchase orders (POs) is critical to limiting overspending, maintaining accurate financial records, and ensuring efficient campus operations. We know your teams are juggling a lot, which is why our new PO Closure Initiative is dedicated to streamlining the 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. First up: After-the-Facts (ATFs).
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 PO 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, Friday, 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 1, 2025, through September 14, 2025, must be actioned by departments no later than end of day Friday, September 26.
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.
| Date | details |
|---|---|
| Monday, September 22 | N/A |
| Tuesday, September 23 | 11 a.m. – 12 p.m. PT | Accounts Payable Office Hours 3 p.m. – 4 p.m. PT | Vendor Management Office Hours |
| Wednesday, September 24 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Purchasing Office Hours |
| Thursday, September 25 | 11 a.m. – 11:45 a.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2:15 p.m. PT | Accounts Payable Office Hours 5 p.m. PT | BruinBuy Plus monthly maintenance begins |
| Friday, September 26 | 3 a.m. PT | BruinBuy Plus monthly maintenance ends 5 p.m. PT | Irregular invoice resolution deadline |
McKesson Specialty Health Ordering Reminders
McKesson Specialty Health (MSH) offers a range of specialty pharmaceuticals and is separate from BruinBuy Plus’ McKesson Medical Surgical punchout catalog.
What you need to know:
- MSH purchases are not made through BruinBuy Plus.
- Prior to placing an order, ensure you have an MSH account number beginning with 100-.
- Orders for specialty medications must be placed via MSH’s online Customer Center or by emailing the MSH Oncology Dedicated Customer Care team.
- If you’re unsure of account status or need order support, contact help@it.ucla.edu or UCLA Ambulatory Pharmacy.
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| maintenance window | impact |
|---|---|
| Thursday, September 25, 5 p.m. PT through Friday, September 26, 3 a.m. PT | Intermittent system disruptions |
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.
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
BruinBuy Plus Recap Web Articles
Access previous BruinBuy Plus Recaps on the Campus Purchasing & Payables website.
