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Invoice Processing: BruinBuy Plus vs. Legacy BruinBuy

  • January 08, 2024

Now that BruinBuy Plus has successfully launched, we know there are a lot of questions around how outstanding invoices will be processed (i.e., paid).

Overview

An invoice’s processing protocol is determined by:

  1. Invoice Location
  2. Purchase Order (PO) Location

Processing Protocol Matrices

The following matrices outline the processing protocol for every invoice scenario and apply to both Accounts Payable (AP) and Travel Accounting.

REMINDER: POs will continue to migrate into BruinBuy Plus through March 2024. Review the PO migration list for the most-recent information.  

Scenario 1: Legacy BruinBuy Invoice / Legacy BruinBuy PO

Invoice
Location

PO
Location

Processing Protocol

Legacy BruinBuy

Legacy BruinBuy

AP or Travel Accounting reviews the invoice.

  • If the invoice is incomplete, it is placed on H&I (see Scenario 2).
  • If the invoice is complete, AP or Travel Accounting processes the invoice through legacy BruinBuy.

Scenario 2: Legacy BruinBuy H&I Invoice / Legacy BruinBuy PO

Comprehensive H&I instructions will be sent to H&I points of contact (POCs), CAOs, and CFOs shortly. Additional information will also be posted to the H&I Resolution Initiative web page. 

Invoice
Location

PO
Location

Processing Protocol

Legacy BruinBuy H&I

Legacy BruinBuy

  1. Campus continues to review the H&I shared sheets and actions invoices as needed.
  2. On behalf of campus, Purchasing completes any necessary PO changes via legacy BruinBuy.
  3. Once all necessary information is received/changes completed, AP or Travel Accounting processes the invoice through legacy BruinBuy.

Scenario 3: Legacy BruinBuy Invoice / BruinBuy Plus PO

Invoice
Location

PO
Location

Processing Protocol

Legacy BruinBuy

BruinBuy Plus
  1. AP or Travel Accounting moves the invoice into BruinBuy Plus, triggering BruinBuy Plus workflow.
  2. Campus completes the BruinBuy Plus invoice workflow steps (as needed).
  3. Purchasing completes the BruinBuy Plus invoice workflow steps (as needed).
  4. AP or Travel Accounting processes the invoice through BruinBuy Plus. 

Scenario 4: BruinBuy Plus Invoice / BruinBuy Plus PO

Invoice
Location

PO
Location

Processing Protocol

BruinBuy Plus

BruinBuy Plus

AP or Travel Accounting reviews the invoice.

  • If the invoice is incomplete, AP or Travel Accounting requests additional information via invoice comments.
    1. Campus actions and responds to the invoice comments.
  • If the invoice is complete/once the invoice is complete:
    1. Campus completes the BruinBuy Plus invoice workflow steps (as needed).
    2. Purchasing completes the BruinBuy Plus invoice workflow steps (as needed).
    3. AP or Travel Accounting processes the invoice through BruinBuy Plus.

Scenario 5: BruinBuy Plus Invoice / BruinBuy Plus Migrated PO

Invoice
Location

PO
Location

Processing Protocol

BruinBuy Plus

BruinBuy Plus (migrated)

  AP or Travel Accounting reviews the invoice.

  • If the invoice is incomplete, AP or Travel Accounting requests additional information via invoice comments.
    1. Campus actions and responds to the invoice comments.
  • If the invoice is complete/once the invoice is complete:
    1. Campus completes the BruinBuy Plus invoice workflow steps (as needed).
    2. Purchasing completes the BruinBuy Plus invoice workflow steps (as needed).
    3. AP or Travel Accounting processes the invoice through BruinBuy Plus.

Scenario 6: BruinBuy Plus Invoice / Legacy BruinBuy PO

Invoice
Location

PO
Location

Processing Protocol

BruinBuy Plus

Legacy BruinBuy

AP or Travel Accounting reviews the invoice.

  • If the invoice is incomplete, AP or Travel Accounting rejects the invoice and moves it to the legacy BruinBuy system. Scenario 2 kicks off.
  • If the invoice is complete, AP or Travel Accounting processes the invoice through the legacy BruinBuy system.

Scenario 7: BruinBuy Plus Invoice / No PO

Invoice
Location

PO
Location

Processing Protocol

BruinBuy Plus

N/A (no PO)

Comprehensive instructions will be provided in the coming days.

Questions?

For BruinBuy Plus, Purchasing, or AP questions, create a ticket with the BruinBuy Plus Help Desk: 

For Travel Accounting questions, create a case through the UCLA Finance Support Portal. 

Sincerely,

UCLA Campus Purchasing & Payables | UCLA Travel Accounting

Tags
BruinBuy Plus