Shop Using BearBuy Forms This guide demonstrates how to use Forms to request items or services not found in Hosted or Punch-out catalogs. Use Forms to create Carts for non-catalog goods, services and several other preconfigured business forms. (Please see page 5 for proper form use) When selected, Forms are presented in a pop-up window. Complete the required information and the product or service is returned as a line item to your Cart. The form item will travel with your Cart, allowing convenient review by Approvers and LBS/Purchasing Accessing BearBuy Log in to Bearbuy via Staff webpage http://www.lib.berkeley.edu/staff/purchasing/bearbuy.html 3. The form will open in a new window. a. Since each form has been tailored for requesting specific items, services or request types, unique instructions are shown on the left-hand side of every form. 4. Enter all required information (indicated in bold on the form). 5. When you enter supplier, as you type, a list of suppliers will be shown in the drop down list. Access Forms 1. From the Bearbuy Home page and click Form (see page 5 for proper form selection) On the Forms page, click Shared to expand to show Organization Forms. If the supplier is not found on the drop down list in Enter Supplier field, select Supplier not Found in the list and enter the supplier name in the Suggested Supplier Name field. Purchasing Staff will determine the method or take any proper steps to complete your order 6. On some forms (such as the Non-Catalog Form), you have the opportunity to add detailed item information such as description, catalog no, and manufacturer name. While not always required, adding such information is a preferred practice and will help the supplier to properly fulfill your orders. 2. A simple description of the form will be shown if you hover over the form name and click the form name to open the form 7. On Some forms, (such as the Non-Catalog Form) you can flag the item as a Controlled Substance, Hazardous Material or Radioactive when known, always select the appropriate flag. Most of these flags will result in the proper individuals being added to the Requisition workflow later on in the process. PURCH 01/22/15 L. Tran Page 1
PURCH 01/22/15 L. Tran Page 2 8. Click the add attachments link to attach Internal or External Attachments -to supplier (if applicable) 11. To add more items to the shopping cart, click to add a line and repeat this step until you add all the items you need to request or purchase. 9.. When the form is complete, scroll to the top of the form and from the Available Actions (Click here for details): menu, select Add and go to Cart. (If you don t select Add and go to Cart, you will need to click Go then click Close button to add the form to the Cart). 10. Click the Go button to return to the shopping cart. The Form item is added to the Requisition. On the field Name this cart : type PURCH and your Unit Code info and mmddyy e.g. PURCH EAL 03-13-12; then click to save the cart name. Typing PURCH on your cart name will allow your request to be properly handled by Purchasing staff. 12. After entering all the items you need to purchase, click. The window Org. Node appears Click Required Field. In the pop-up Org. Node window, type the appropriate Org. Node associated with your department and then click the button. You can find your department s Org Node on the New Hierarchy Org Node List at http://www.lib.berkeley.edu/staff/purchasing/bearbuyorgnode.htm
PURCH 01/22/15 L. Tran Page 3 13. Click the Accounting Codes tab to enter the chart string information ( Fund and Org. Code{Department ID} by clicking any Empty Field link button to activate the chartstring info. window-( or just simply enter the chart string information in the Comments) *** If the shopping cart is charged to multiple chart strings or has any special instruction, please indicate it in Comments > Add Comment. Purchasing Staff will split the chart strings for the Shopping Cart. 15. The Shopping Cart can now be sent to the Unit Heads/AULs for approval. On the Summary tab, click on to print the shopping cart to a pdf file and name it as the shopping cart name e.g. PURCHEAL062212. Send an e-mail with the attachment of your shopping cart to Unit Heads/AULs to request the approval. Note: Send an approval request to Unit Heads for any order up to $ 999.99 including shipping and tax. For any order $ 1000.00 or over, AULs need to be copied on the e-mail approval request for their approval. 14. Click Summary Tab > in the Internal Notes and Attachments Header, click. Enter the purpose of your purchase in the Internal Note text box pop-up window, e.g purchase supply for Speaker presentation project
PURCH 01/22/15 L. Tran Page 4 Click the Comments tab, click and attach the approved e-mail with this message: See attached approval Click to assign your cart to Lynn Tran at htran@library.berkeley.edu for review and submission to CSS Shared Services to place your order. If within 3 business days of assigning your cart to Lynn Tran, your shopping cart is still in the status or you do not receive any communication/notification regarding your cart, please follow up by sending her an e-mail. Note: In case, you need to re-assign your assigned cart to another assignee in Library Purchasing. Please refer to FAQ Session for the instruction how to reassign your shopping cart. 18. Click Home/Shop to continue shopping or click Logout to exit BearBuy. *****Note: Please send the packing slip to Library Purchasing when you receive the order******** Edit the Form **** The body of the approval request e-mail should contain the following information: Shopping Cart Name: Purpose : Description of Goods or Services: Estimate Cost: Chart String: You can request the approval from Unit Heads/AULs by having their authorized signatures on the Summary Cart print out. 16. Click Home/Shop to continue shopping or click Logout to exit BearBuy 17. After getting the approval for your shopping cart, print the e-mail approval to a pdf file and attach to the cart and submit it to LBS/Purchasing to place your order (or scan the approved Summary Cart print- out to a document and attach to the cart and submit to LBS/Purchasing to place your order) Log in to BearBuy, go to the Draft Cart, and click on the Cart that was approved (if you have more than one draft cart). Your cart becomes Active Cart. Click open the Cart to 1 To edit the form, click the Product Description or the Form Picture.. 2 The Form will open. 3 Make any necessary changes and when complete, scroll to the top of the form and from the Available Actions (Click here for details): menu, select Save. 4 Click the Go button to return to the shopping cart. About the 'Available Actions' on the Form The Available Actions menu (located at the top of page), provides additional features for working with forms: Add and go to Cart: Select to add the form to your current shopping cart. You will be returned to BearBuy cart. Add to Cart and Return: Select to add the form line item to your current shopping cart. The form page displays with the previously selected vendor and all other fields are reset to blank. Add to Cart: Select to add the form to your current shopping cart. The form page displays unchanged. This option eliminates redundant data entry by using the existing form data as a template. Add to Favorites: Select to add the form as a favorite. A pop-up window displays where you can select the personal folder and name of the form.
List of Forms in BearBuy to replace Library Order Request Form (AKA Green Form) Form Name/Handle By Non-Catalog Independent Contractor and Consultant Service Proper Usage To request Goods & Services not found in a BearBuy catalog from contracted and other suppliers in Host and Punch-out Catalogs. Note: Use this form for only one time payment service request; for multiple payments, please use Service Order Request form To request personal/ professional/ independent contractor or consulting services. Practices and / or Policy Apply? Will depend on type Service Order To request amount only purchase requests for services and payment for multiple invoice payments such as blanket order Will depend on type Sole Source To create a purchase order where the dollar amount exceeds $10,000 when using non-federal funds or $5,000 when using federal funds, and competitive bidding is unavailable. For Equipment Purchase Only. Amount Only Moving Services: Household and Personal Effects To request 'amount-only' purchases for services and tangible goods that need to appear on the same PO such as purchase equipment with maintenance services. To request moves for new campus hires. The relocation move can involve the move of the new hire s household, office, and/or laboratory. Will depend on type Vehicle Charter Request To purchase vehicle charter services with strategically sourced suppliers. Subaward There are two types of Subaward forms, one for UC and one for Non UC. These are used for all subawards. PURCH 01/22/15 L. Tran Page 5