In this issue:
- Upcoming Webinar | PO Closure & 'Hold for Receiving' Irregular Invoices
- BruinBuy Plus System Issue | Select PO Numbers Missing Dept. Code
- Next Week's Forecast | Office Hours & Other Important Events
- In Case You Missed It... | A Glance at Previous News
Upcoming Webinar | Monthly Hot Topic
Join us next Wednesday, September 11, at 11 a.m. PT for our monthly Hot Topic webinar. Topics will include BruinBuy Plus’ new purchase order (PO) closure functionality, Hold for Receiving irregular invoices, and more!
NOTE: To accommodate this webinar, next week’s Purchasing office hour has been moved to Thursday, September 12, at 2 p.m. PT.
System Issue | PO Numbers Missing Dept. Code
BruinBuy Plus POs follow a sequential, 14-digit numbering series with the first four digits mapping to the associated department code (e.g., 1234XXXXXXXXXX).
We've identified a system configuration issue that’s causing the department code prefix to be excluded from the PO numbers of select vendors. A central solution is actively being researched. In the meantime, submit a ticket if your approved PO is impacted.
NOTE: Fixing this issue will correct the numbering moving forward – it won't retroactively update existing PO numbers.
Next Week's Forecast | September 9 - September 13
Take a look at next week's support opportunities and important events:
| Day | Details |
|---|---|
| Monday, September 9 | 9 a.m. – 10:30 a.m. PT | Accounts Payable Office Hours |
| Tuesday, September 10 | 3 p.m. – 4:15 p.m. PT | Vendor Management Office Hours |
| Wednesday, September 11 | 9 a.m. – 10 a.m. PT | Travel Accounting Office Hours 11 a.m. – 11:45 a.m. PT | Hot Topic Webinar |
| Thursday, September 12 | 11 a.m. – 11:45 a.m. PT | Subaward / Subcontract Office Hours 1 p.m. – 2 p.m. PT | Accounts Payable Office Hours 2 p.m. - 3 p.m. PT | Purchasing Office Hours |
| Friday, September 13 | N/A |
In Case You Missed It...
Upcoming System Maintenance
To support monthly system maintenance, BruinBuy Plus may be unavailable during the following periods:
| MAINTENANCE WINDOW | IMPACT |
| Saturday, September 14, 3 p.m. PT through 11 p.m. PT | Intermittent system disruptions |
| Thursday, September 19, 5 p.m. PT through Friday, September 20, 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!
Dedicated Corp. Solutions View-Only Catalog
Dedicated Corporate Solutions (DCS) is an independently owned, minority business who has partnered with ODP Business Solutions (formerly Office Depot). Their BruinBuy Plus punchout catalog allows you to easily find and purchase the office supplies your department needs!
We understand that non-BruinBuy Plus users may also want to browse the DCS catalog, which is why a view-only version is now available. Access instructions can be found in our DCS View-Only Catalog guide.
Subaward & Subcontract Invoice Approval
Invoices related to a subaward or subcontract must be approved by the associated fund manager and principal investigator (PI) before they can be processed by Accounts Payable (AP).
The type of PO determines how this approval is initiated and tracked.
BruinBuy Plus PO
If the invoice is associated with a subaward / subcontract PO that was created in BruinBuy Plus, it’s routed to the Subaward / Subcontract Approvals workflow step – the PI and fund manager are then notified through BruinBuy Plus. Once the necessary approvals are completed via BruinBuy Plus’ approval module, the invoice moves out of this workflow step and into AP Review.
NOTE: If an invoice associated with a BruinBuy Plus PO is routed to the incorrect subaward / subcontract approver(s), submit a support ticket or attend Subaward / Subcontract office hours.
Legacy BruinBuy (Migrated) PO
If the invoice is associated with a subaward / subcontract PO that was originally created in legacy BruinBuy, it moves to the AP Review workflow step – it remains in this step until the necessary approvals are received. AP emails the fund manager to obtain the approvals.
Review the Subaward / Subcontract Tips & Resources guide for additional information.
General Invoice Submission Reminder
In order for AP to pay an invoice, it must be submitted to noreply@invoices.ucla.edu and meet UCLA’s submission requirements. Simply attaching an invoice to the associated requisition, purchase order, or form will not result in payment.
NOTE: After-the-Fact forms and punchout catalog orders are exceptions to this rule.
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.
