General
General FAQs
Who should I contact if I have a purchasing question?
You can contact BEST Purchasing at bestpurchasing@berkeley.edu
I can't log in to BearBuy when I'm off-campus. What should I do?
To log in to BearBuy when off-campus, you must install the bSecure Remote Access VPN. Click here to view the installation instructions.
Access and Roles
Roles and Responsibilities
Roles & Responsibilities
| Role | Description |
|---|---|
| Shopper | UC Berkeley staff, faculty, graduate students with active appointments and all other student employees are Shoppers. Must have logged into BearBUY once to obtain access. Enters requests into BearBUY via a shopping cart; can assign or submit carts. Shoppers can edit cart, create multiple carts, unassign carts and re-assign carts. |
| Cart Authorizer | Cart Authorizers are Shoppers who have received assigned shopping carts. When a shopping cart is routed to another Shopper for authorization or review before submission, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a cart, so this is a function rather than a role and is not setup through SARA. |
| Additional Authorizers | Requisitions can be routed to Additional Authorizers (up to 2) depending on department requirements. These are usually Principal Investigators. They cannot edit the requisition, only approve or return. You cannot be both the Shopper and Additional Authorizer for same transaction. |
| Chartfield 1 & 2 Authorizer | These are assigned and manually added in BFS by the department and is based on CF 1 or 2 fields. If configured, the COA value will trigger routing of transactions to these authorizers. They cannot edit the requisition, only approve or return. You cannot be both the Shopper and Chartfield 1 & 2 Authorizer for same transaction. |
| Requisition Creator | Reviews requisitions for accuracy and policy compliance. Can edit requisition fields and should know procurement processes. Cannot be the Requisition Creator and Requisition Approver for the same transaction. Role cannot be combined with Requisition Approver role. |
| Requisition Approver | Also known as Org Node Approver. Confirms all requisition information is accurate and complies with funding requirements. Cannot edit the requisition, can only approve or return. Reviews orders over $1K |
| Match Exception Preparer | Clears exceptions when voucher exceeds PO tolerance. Works with vendors to correct invoices, individuals to document root cause and resolution. Adds comments and documentation to confirm goods or services were received. Part of voucher approval process. Role cannot be combined with Voucher Approver role. |
| Voucher Match Exception | Confirms all correct voucher information is accurate and complies with policy and funding requirements. Approves vouchers to release payment. |
| Receiver | Acknowledges goods and services receipt in BearBUY, attaches packing slip or other documents. Tied to PO and voucher. Recording receipt in BearBUY is best practice and creates electronic "okay to pay." |
| Purchase Order Change Order Preparer | Performs PO changes and revisions. Researches and resolves all PO export errors (from bfs1 report) associated with the PO revisions they performed. |
Cart
Forms
How can I add multiple items in my Form?
Each form has an "Available Action" selection at top right hand corner. Simply click on it and select the "Add to Cart and Return" option. This will add your item to your cart and return you to the form.
Change Order
Is there a way to uncancel a Purchase Order? Is there a way to cancel a PO line?
No, you cannot uncancel a Purchase Order or a PO Line. Although "Uncancel PO" is an available action in BearBUY, you are unable to uncancel a cancelled Purchase Order. If you select "Uncancel PO" in BearBUY, the change will not export to BFS once you finalize the revision. If your PO is cancelled and you need to pay the vendor for services or goods you should create a new PO.
How do I request a PO revision?
To request a PO revision, please contact bestpurchasing@berkeley.edu. Be sure to include the PO number in your email and provide as much information as possible. Our team will review your request and contact you if additional information is needed.
Please note that the supplier name or address that appears on the PO cannot be revised. To issue a PO with a different supplier name or address, you will have to submit a new order with the correct information. Contact bestpurchasing@berkeley.edu and request to cancel the PO with the incorrect information.