On October 29, UCLA Campus Purchasing & Payables sent the below communication to BruinBuy Plus users.

As announced on September 19, the 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. Up next: legacy POs (part 2). 

Background

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 approximately 10,000 stale* legacy POs still open in the system.

* legacy PO has funds but has not been invoiced against in at least 12 months; excludes subawards / subcontracts

PO Clean-Up

We want to make this clean-up process as easy as possible! Starting November 6, UCLA Campus Purchasing will close these legacy POs on your behalf. 

All you need to do is: 

1. Review the Legacy PO Clean-Up (Part 2) 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 have not been used in at least 12 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 Wednesday, November 5 (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. 

We greatly appreciate your partnership!

Sincerely,

UCLA Campus Purchasing & Payables