BearBuy User Reference Guide Module 3baimanuals.berkeley.edu/PDF/manuals/BearBuy/Module3-User... · 2013-04-18 · Version 7.1 ‐ 04/10/2013 Module 3 Page 6 BearBuy – User Reference

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BearBuy

User Reference Guide – Module 3 Requisition Authorization & Approval

Version 7.1 4/10/2013

Version 7.1 ‐ 04/10/2013 Module 3 Page 2

BearBuy – User Reference Guide

Requisition Authorization/Approval Module 3

Table of Contents

3.0 BearBuy Business Process Overview .......................................................................................................... 3 3.1 About Authorization and Approval ............................................................................................................ 6 3.2 Requisition Approval ................................................................................................................................... 9 3.4 BearBuy Forms .......................................................................................................................................... 13 3.5 Exercises .................................................................................................................................................... 15 Navigating on the Homepage ...................................................................................................................... 15

Exercise 1 ............................................................................................................................................ 16 Exercise 2 ............................................................................................................................................ 18 Exercise 3 ............................................................................................................................................ 19 Exercise 4 ............................................................................................................................................ 21 Exercise 5 ............................................................................................................................................ 22

3.6 Training and Support ................................................................................................................................ 24




3.0. BearBuy Business Process Overview Requisition Creator [ROLE]: Knows the department’s procurement processes. Can shop for a department. Receives assigned Carts from Shoppers or submitted carts via worklist. Can edit the Cart before submitting it into Requisition workflow. Enters the appropriate Chart String(s) and other essential information. Confirms all Requisition information is accurate, complete and complies with policy and funding

requirements.

Cart Authorizer /Additional Authorizer / Chartfield 1& 2 Authorizer: CartAuthorizer[FUNCTION]A Shopper can route a Cart to multiple Shoppers for review. When a Shopping Cart is routed to another Shopper (e.g., a program manager) for authorization or review before creation of the requisition, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a Cart, and this is a ‘function’ not an actual ‘role’, therefore, the role is not set up through the System Access Request Application (SARA). Additional Authorizer [ROLE] As assigned in SARA according to the department’s selected workflow, reviews Requisition for appropriateness, accuracy, and possibly chartstring assignment. Requisitions can be routed to Additional Authorizers (up to 2) on an ad hoc basis, based on department's needs. Additional Authorizers are often Principal Investigators. Chartfield1&2Authorizer[ROLE]Requisitions can be routed to Authorizers assigned to Chartfield 1 (used by Capital Projects, Facilities Services) & 2 (used mostly by Research units) BFS chart string attributes. Unlike the Additional Authorizer, workflow will systematically route to Chartfield 1 & 2 Authorizers if the unit assigns these authorizers in BFS.

Requisition Org Node Approver ROLE: to approve purchase Confirms all Requisition (order) information is accurate, complete and complies with the policy and

funding requirements. Approves or Returns Requisition. Review Catalog and non‐catalog orders =>$1,000 Review all Sub‐awards, Payment Requests, Service Orders, and After the Fact orders regardless of

dollar value.




Receiver [ROLE]: Acknowledges receipt of goods and services in BearBuy and attaches packing slips or other relevant

documents. This record will be tied to the PO & voucher. Recording receipt in BearBuy is a best practice.

Note: It is also recommended that the unit take action to make sure that the product is functional (acceptable) before approving it for payment.

Voucher Approver [ROLE ]: Approves vouchers to release payment to the vendor based on the vendor’s payment terms. Approves the clearing of match exceptions, once errors have been resolved by Match Exception

Preparer. This role cannot combine this role with the Match Exception Preparer role.

Match Exception Preparer [ROLE]: Researches and processes the clearing of exceptions when the Voucher and Purchase Order do not

match. When appropriate, works with the vendor to correct erroneous invoices. Works with individuals in their unit to document the root cause and resolution of an exception,

including adding relevant comments and attaching documentation to confirm the goods or services were needed.

Users with this role are included in the Voucher approval process when an invoice exceeds the matching tolerances set in BearBuy. This role cannot combine this role with the Voucher Approver role. Match Exception Approver [ROLE]: The Voucher Approver also holds this role. Confirms all corrected Requisition (order) information is accurate, complete and complies with the

policy and funding requirements. Approves revised Requisition (or forwards voucher to Disbursements for correction or deletion). This role cannot combine this role with the Match Exception Preparer role.

Change Order Preparer [ROLE]: Perform changes requested by department Researches reasons for Purchase Order not processing (when errors occur with change) Resolves errors on Purchase Order so it can correctly be processed.




HighLevelBusinessProcess

The High‐Level Business process shows each of the major steps that are performed in the end‐to‐end process from shopping through review, authorization, approval, ordering, receiving, invoice processing, exception management and voucher approval.




3.1. About Authorization and Approval

Authorizations

Authorizations can be set up by Department/Units in BearBuy to allow the department/unit to have more control per transaction or transaction type according to the Department/Unit’s approach.

Types 1. Cart Authorizer 2. Additional Authorizer ‐ can either be set by the unit workflow approach or systematically through

Profile Management. 3. Chartfield 1/Chartfield 2 Authorizer

1. CartAuthorizers

When a department/unit has its Shoppers assign Carts to another Shopper (like a supervisor or program manager) for authorization before the Cart is submitted and becomes a Requisition, the person receiving the Cart for review is a called a Cart Authorizer.. See Section 2.1

2. AdditionalAuthorizers

These authorization functions provide flexibility to accommodate departmental business needs. Your unit / department may determine that no Additional Authorizer steps are necessary. Why add an ‘Additional Authorizer? To establish more control for:

o Purchases under the self‐approval threshold o Certain types of transactions

Two additional Authorizer functions can be set up: As the Requisition Creator chooses (ad hoc depending on the situation) In the User’s BFS profile




Your department will need to instruct Requisition Creators on how and when to assign Carts to Cart Authorizers in order to comply with your department/unit workflow.

Considerations for Additional Authorizers

Cannot make changes to the Requisition. Cannot be assigned the role in SARA. The list of Additional Authorizers in BearBuy is a collection of

all Approvers, Requisition Creators, PIs from the Fund in BFS and Chartfield1 and Chartfield2 listed approvers.

Assignment based on unit’s approach, not how org node set up. A list of Additional Authorizers can be provided to the user’s profile via BFS Profile Management.

3. ChartfieldAuthorizers

‘Chartfield 1’ and ‘Chartfield 2’ Authorizer options provide a systematic approval prior to the required ‘Org Node’ approval by the Requisition Org Node Approver. The maintenance of these approver(s) is set up in BFS Profile Management.

Considerations

Set up in BFS to the individual Chartfield. Cannot make changes to the Requisition. BearBuy will route every requisition with a Chartfield 1 & 2 value that for which an Authorizer has

been assigned.

Approvals Approval options have been built into BearBuy to allow the unit to establish more control per transaction or type of transaction and to meet business requirements.

Types 1. Self‐Approval 2. Requisition Org Node Approver 3. Specialty Approval 4. Voucher Approver

1. Self‐Approval

Policy states that Requisition Creators can purchase items less than $1,000 without additional approval in order to speed the procurement cycle. Purchases greater than this self‐approval limit require a Requisition Approver (Step 5) based on the Org Node. Org Node approvers are established in BFS. Exceptions to the




Self Approval Thresholds are orders for Services, Sub‐awards, Payment Request and After‐the‐Fact POs – all require Requisition Org Node Approval.

2. SpecialtyApproval

EH&S Approval Occurs in workflow after Org Node approval when an item(s) in the Requisition meets certain

criteria that require EH&S review as provided by EH&S including Select Agents, Radioactive items, EH&S Review and a range of CAS#’s (see link for more details on CAS#’s).

Triggered under the following conditions:

o CAS #

o Product Flag = Select Agent, Radioactive, EHS Review

IST Approval

Occurs in workflow after Org Node approval when an item(s) in the Requisition meet the criteria that require IST review, which includes certain IT Hardware and IT Software commodities at or exceeding $100K.

Active if the Requisition line item Commodity Code contains any of 43000000, 43210000, 43211500, 43211501, 43211503, 43211507, 43211508, 43211512, 43230000 and the Item Value is over $100K.

Risk Management Approval

Occurs in workflow after Org Node approval when an Off Site Facility Rental form is part of a Requisition. o Facility Rental Form Under $50,000 goes to Risk Management Review.

o Facility Rental Form Over $50,000 goes to Risk Management Review, then to Purchasing

Supervisor(s).

Controlled Substances

Controlled Substance Buyer review triggered under the following conditions:

• For Catalog items that have been marked with the Controlled Substance flag.

• For Non‐Catalog form items for which the Controlled Substance checkbox has been checked.

3. VoucherApproval Occurs in workflow after Voucher Creator creates Voucher. Releases payment of voucher as

appropriate. Also performs Match Exception Approver responsibilities to approve forced Match Exceptions for

release of payment.




3.2. Requisition Approval

Overview

The flowchart above is a standard process flow which includes the Requisition Approver. Items that are over the Self Approval threshold ($1,000) must be approved. Requisition Approval is a mandatory activity for all Requisitions, $1,000 or more, regardless of any authorization activities previously performed in the Additional Authorizer 1 & 2 or Chartfield Authorizer 1 & 2 steps. Requisition Approval is mandatory for all Service, After the Fact, Sub‐awards and Payment Requests. Org Node assignments identify to which Requisition Approver(s) the Requisition will be routed. One or more Requisition Approvers are associated with each Org Node. The relationship is set in BFS. A requisition should only be approved if:

Funds are available

The Requisition information is correct

The Requisition complies with policies and procedures.

Responsibilities

ShoppingandCartManagement‐Available Actions in BearBuy include:

View all Requisitions assigned to their Org Node(s) Assign to themselves

Approve all line items Return Req to the worklist

Reject the Requisition (not preferred) Return Req to Submitter

Reject some lines (not preferred) Add Notes to History




Best Practices: • Review comments ‐ The comments supplied on the requisition should communicate the business need

and purpose for the requisition.

• Return vs. Reject a requisition RETURN OPTION: Return the Requisition if you have questions about the validity of a purchase. Returned

requisitions are returned to whoever first submitted (not assigned) the requisition into workflow. Depending on the process steps this could be the Shopper, Cart Authorizer or Requisition Creator.

Add comments describing the reason for the return. This documentation will enable the submitter to make any corrections or take any necessary action, before resubmitting.

REJECT OPTION: Rejecting a requisition should be limited since rejecting the entire requisition results in closing

ALL lines on the requisition. The requisition cannot be reinstated.

DataPrivacy

UC Berkeley policy is requires strict access control over personally identified information (PII) that contains an individual's name or initials combined with a social security number, credit card number, driver's license or state identification card number, any type of medical or medical insurance information, any personal financial account number, or full birthdates (MM/DD/YY). We refer to this set of PII as "notice triggering data." Any unauthorized access to notice triggering data requires us to notify the state and the individual, and subjects us to serious financial penalties and lawsuits. No document with visible notice triggering data in any electronic system (including BearBuy) may be electronically stored or transmitted without the prior approval of the UC Berkeley Privacy Office. An individual’s home address and family information also require restricted access control. Before uploading any documentation, redact any sensitive and PII information so that it is unreadable on any documents attached to the Requisition being processing. For more information on how to protect individual privacy and notice triggering data, please contact [email protected].

AccountingCodes Learn the department / unit approach to conveying funding information on the Cart. Enter or validate the appropriate Chartfield and other essential funding information, including unit

specific SpeedTypes. Enter the most appropriate Account code for each line item. For more information go to the Chart of

Accounts training materials. Learn whether your unit has set up your User Profile in BFS Profile Management to default to specific

Org Node(s), Speedtypes, Fund, Department, Chartfield1 and Chartfield2, and Ship To (among others).




Setting up default values can make the ‘submit’ routing method easier (i.e. values don’t need to be selected).

NecessaryDocumentation

Ensure that the Requisition complies with the requirements set forth by the ‘funding agency’ by reviewing and completing the Notes, Comments or Attachments. EXAMPLE: Equipment purchase 1) Determine that no ‘like‐kind’ equipment exists on campus and include this statement in the

BearBuy Notes or Comments. 2) Verify that agency approval has been granted to purchase the equipment and include a statement

like “(name of agency) approval has been granted to purchase the (name or type of equipment) equipment.

3) Include a statement indicating whether the University or the Agency has title to the equipment.

FORMS: include all of the necessary documentation in compliance with procedures/policies. EXAMPLE: After‐the‐fact Form instructions refer to specific policies and documents.

Include Price Reasonableness and Supplier Selection documentation to comply with procedures. Confirm that required Verification of Insurance for Service related Requisitions under $5000 is included.

o Attach the insurance certificate to the Requisition as an internal attachment, noting the UC Regents as ‘additional insured’.

o Additional information on Insurance Requirements is available at http://businessservices.berkeley.edu/procurement/diversity/suppliers, then click on Guidelines for Insurance Certificates.\

EncumbrancesNote that Requisitions will not create a ‘pre‐encumbrance.’ The Purchase Order will create an encumbrance.

Self‐ApprovalThreshold Policy states that Requisition Creators can purchase items less than $1,000 without additional approval

in order to speed the procurement cycle. Purchases greater than this self‐approval limit require a Requisition Approver (Step 5 in the workflow) based on the Org Node. Org Node approvers are established in BFS.

Exceptions to the Self Approval Thresholds are orders for Services, Sub‐awards, Payment Request and After‐the‐fact POs – all of these will require Requisition Org Node Approval.

OrderCommunication At times, the supplier may communicate directly to the Requisition Creator with questions / status

related to the PO. Requisition Creators should use BearBuy to document these comments, by using the Notes,

Comment or Attachment features.




TaxCalculationsBearBuy PO vs. BFS PO Value BearBuy will have items marked as taxable, but BFS will apply the correct tax calculation. The BFS tax

value will not be shown in BearBuy. For instance, if a department approved a Requisition for $4,999, when a tax rate of 8% is applied in BFS,

the value will be $5398.92. Be aware of this difference when managing POs and running BAIRS reports on BearBuy POs in BFS.

Shipping The ShipTo Address is the place to which the purchased goods will be sent by the vendor. If a

department has central receiving the goods will be sent to the ShipTo Address Code by the vendor. The order will then be internally redirected by UC Berkeley Central Distribution and delivered to the Final Destination Code. The Requisition Creator should know whether or not the units for which it has responsibility have central receiving.

The Final Destination Code is used internally at UC Berkeley for departments that have central receiving. The Requisition Creator should be familiar with any destination codes used by the units for which the Requisition Creator is creating requisitions.

BearBuy PO BFS PO




3.3. Forms The list of forms in BearBuy is included here to ensure that Requisition Approvers are aware that certain types of Forms will require additional Org Node approval. When a Form requires Org Node approval, the approval will be required for the Requisition and the Voucher. FormName ProperUsage RequiresOrg

NodeApproval?Practicesand/orPolicyApply?

AftertheFactPO Topayforgoods/servicesforwhichapurchaseorderhasnotpreviouslybeencompleted.

Yes Yes– seeform

AmountOnly Torequest'amount‐only'purchasesforservicesandtangiblegoodsthatneedtoappearonthesamePO.

Yes Yes– seeform

IndependentContractorandConsultantServices

Torequestpersonal/professional/independentcontractororconsultingservices.

Yes Yes– seeform

MovingServices:HouseholdandPersonalEffects

Torequestmovesfornewcampushires.Therelocationmovecaninvolvethemoveofthenewhire’shousehold,office,and/orlaboratory.

Yes Yes– seeform

Non‐CatalogForm TorequestgoodsnotfoundinaBearBuycatalogfromcontractedandothersuppliers.

No Will depend ontypeofpurchase

OffCampusEvents Toreserveoff‐campusrentalspaceforyourdepartment'seventwhenmealsorguestroomsareincluded.

No Yes– seeform

PaymentRequestForm

TouseforactivitiesnotrequiringaPurchaseOrder.Eachactivityhasdifferentdocumentationrequirementswhichmustbeattached.

Yes Yes– seeform

ServiceOrder Torequest‘amountonly’purchaserequestsforservices.

Yes Will depend onpurchasetype

SoleSourceOver$100,000

Torequestauthorizationforanexceptiontocompetitivebiddingwherethedollaramountequalsorexceeds$100,000andwhencompetitivebiddingisunavailable.Donotusethisformiftherequestisforlessthan$100,000.00.Useanon‐catalogorservicesformforpurchasesunder$100,000.00.

Yes Yes– seeform

Sub‐award‐UCRecipient

Toissuesub‐awardpaymentstootherUCinstitutions.

Yes Yes– seeform

Sub‐award‐NonUCRecipient

Toissuesub‐awardpaymentstonon‐UCinstitutions.

Yes Yes– seeform

TemporaryStaffingRequest

Torequesttemporarystaffingusingourstrategicallysourcedcontracts,for:Clerical,FoodServices,ITServices,LightIndustrial,orTradeservices.

No Yes– seeform

VehicleCharterRequest

Topurchasevehiclecharterserviceswithstrategicallysourcedsuppliers.

No Yes– seeform




QuickNotesonForms

Left Navigation Section Important information will be included in the left navigation bar of all of the forms with sections

on: When to Use the Form Form Instructions Policy Guidelines

Completing the Form All of the sections with bolded headers MUST BE completed.

Click on the Question Mark icon in the upper right hand corner of each section of the form. It provides you with information to correctly complete the form.

Include documents as needed in the Internal and External Attachment sections. Include as internal attachments, documents as required by the Unit and University policy

for the purchase Include as external attachments only those documents that need to be sent to the supplier.

For more on Forms, review job aids on the BearBuy Training site at http://www.bai.berkeley.edu/BearBuy/index.htm.




3.4. Exercises Before we begin the exercises, let’s look at the BearBuy Homepage and how to navigate through it. To access the site: Open the Class Folder. Click on @BearBuy Training folder. Click on Login to BearBuy Training file.

For your reference after this session, see the Navigating job aids section available on the BearBuy training site.




Exercise 1: Accessing and Approving a Requisition Exercise 2: Managing a Requisition for Chartfield Authorization Exercise 3: Commenting and Returning a Requisition Exercise 4: Reviewing the Requisition Outbox Exercise 5: Using Document Search

Exercise 1

Complete the following exercise as an Org Node Approver accessing and approving a Requisition.

Step Notes1. LogintoBearBuyasthetrainingapprover

username(e.g.trainapprover#).

UsetheApproverusernameprovidedtoyou‐(e.g.trainapprover#).

2. ClickontheWorklisttab.

OntheleftsidefiltersmakesurethetypeselectedisRequisition.

YouaresharingtheworklistforPHYSI– PhysicswithotherAuthorizers/Approvers.

3. Manuallyfilterwiththefollowingattributes:a. DateRange:Last7daysb. State:NotAssigned

4. ExpandtheOrgNode:PHYSIfoldertosee

theRequisitionsthatmeetyoursearchcriteria

5. SelectaRequisitionbyclickingonthe

checkboxonthefarrightofthescreen.TheRequisitionyouselectshouldhaveaCartNamecontainingyourShopperName.

TheRequisitionnameshouldcontaintheshoppername+#(e.g.trainshop#)thatmatchesyourapprovername+#(trainapprover#).

6. InthepulldownatthetoprightofthepageselectAssignandclickGo.

OnceyouhaveassignedyourselftheRequisition,noticethatitislistedundertheMyPRApprovalsfolder.

7. UndertheMyPRApprovalslist,gotoRequisition.

ClicktheQuickView iconnexttotheRequisitionNo.

=QuickViewicon.UseQuickViewofaccessaRequisition,youcanreviewandApprovetherequisition.

8. FromtheRequisitionQuickView popup

youcanreviewtheentireRequisition.

ClicktheClosebuttonwhenfinished.

QuickViewisasimplewaytoexaminetheRequisition.




9. FromtheMyPRApprovalslist,goto

RequisitionandclickontheReq.Numberlink.

10. TheRequisitionisshownindetail.

ByopeningtheRequisitionyoucanviewallofthedetails,informationanddocumentsassociatedwiththeRequisition.

11. UnderAvailableActions,selectApprove/CompleteStep,andclickGo.

Afterthisstep,theRequisitionhasbeenapprovedandisnolongervisibleintheMyPRApprovalsworklistthatbelongstoyou.




Exercise 2

Complete the following exercise as a Chartfield Authorizer. Assign a Requisition to yourself. Review the appropriateness of the purchase in regard to the selected Chartfield 2 value and then

approve it.

Step Notes1. FromtheWorklisttab,browsedowntothe

OrgNode:PHYSI(Physics)SharedFolderandminimize/collapsethefolderbyclickingthefoldername.

2. ScrolluptotheChartfield2(Flex):CPDIV(SPH:DivisionAccount)SharedFolderintheworklist.

3. FindaRequisitionwithacartName

containingtheShopperNameprovidedtoyou.


4. AccesstheRequisitionbyclickingtheRequisitionNo.TheRequisition>Summarypageisdisplayed.

5. UnderAvailableActions,selectAssignto

Myself,andclickGo.

6. ClicktheRequisition>AccountingCodessub‐tab.

TheAccountingCodessub‐tabisasummaryviewoftheaccountingcodes/chartfields.

7. ReviewtheChartfields2valuetomakesurethecodeis‘CPDIV’andtoreviewtheRequisitiondetails.

TheRequisitionHeaderandLineLevelaccountingcodesmayvary–examineboth.

8. Onceyoucompleteyourreview,underAvailableActions,selectApprove/CompleteStep,andclickGo.




Why‘Return’insteadof‘Rejecting’aRequisition?The Authorizer / Org Node Approver have the ability to reject a requisition. This action should be rarely taken, because rejecting a requisition also deletes the cart and makes it unavailable for future editing. If the Authorizer / Org Node Approver believe that changes or additions need to be made to the requisition, return the requisition to the submitter with the necessary commentary.

Exercise 3

Complete the following exercise as an Org Node Approver returning a requisition. In this exercise, the Approver reviews the requisition and associated Form, and determines that the

required documentation stated on the form is not included as an attachment on the form.

Step Notes1. FromtheWorklisttab,browsedownto

CLOSEtheChartfield2:CPDIV(SPH:DivisionAccount)sharedfolderandminimize/collapsethefolderbyclickingthefoldername.

2. BrowsetotheOrgNode:PHYSI(Physics)SharedFolderintheworklist.

3. FindaRequisitionlocatedundertheOrgNode:PHYSI(Physics)SharedFolder,withacartNamecontainingtheShopperNameprovidedtoyou.

SelecttheRequisitionwithanamethatendswithEXERCISE3.


4. AccesstheRequisitionbyclickingtheRequisitionNo.TheRequisition>Summarypageisdisplayed.

5. UnderAvailableActions,selectAssigntoMyself,andclickGo.

ReviewalloftheRequisitioninformationtomakesureitisaccurate,complete,andcompliesUCpurchasingpolicies.

6. GototheRequisitionlineitemdetails,click

toopenthe Formandreviewtheattachments.

TheFormwillremaininaseparatebrowserwindow.WhenclickedattachmentssuchasPDFandMSWorddocumentsopeninanotherwindow.

7. TheIndependentContractorandConsultantServicesFormdisplays.

8. ScrolldowntotheRequiredDocumentssectionontheform.Noticethatthe

Thedocumentsincludedshouldbe:StatementofWork,SelectionJustification,Pre‐hire




Step NotesRequisitionCreatorhasnotprovidedallofthenecessarydocumentation.

Worksheet,Insurance,andConflictofInterest.

9. ClicktheClosebuttononthetopoftheForm.

10. TodeterminewhosubmittedtheRequisition,clickonthePRApprovalstab.

ThefirstpersonlistedintheflowistheindividualthatsubmittedtheRequisition.Likewise,thisisthepersonwillreceivenoticethattheRequisitionhasbeenreturned.

11. ClickontheCommentstab,thenclickonAddComment

Addingacommentwillgenerateanemailtotheselecteduser.

12. Enterthefollowing:“Sufficientdocumentationisnotprovidedforpurchaseorder.Pleaseinclude…..”

13. Selectwhothenotificationwillgoto.Clicktheaddemailrecipientlink.

InthePop‐upwindow,typePaulinthefirstnametextfield,ClicktheSearchbutton,thenclickonthe[select]linktoaddPaulInvestigator.

Usetheaddemailrecipientlinktoaccessthesearchfunction.

14. OncePaulInvestigatorhasbeenaddedasanEmailnotificationrecipientclicktheAddCommentbutton.

15. UnderAvailableActions,selectReturntoSubmitter,thenclickGo.

16. EnteraReasonforreturncommentsimilar

to:“Returningtoyoubecausetheformdidnothavetherequireddocumentationattached.Pleasereviewandresubmit.”

17. WhenfinishedclicktheReturnto

Submitterbutton.




Exercise 4

In this exercise, you will review the Requisition Outbox to determine the status of Requisitions you have recently processed and perform two manually filtered searches. This is the preferred method to determine what Requisitions you have managed using the Requisition worklist.

Step Notes1. Click Worklist > Outbox tab.

UsetheRequisitionCreatorusername(e.g.trainreq#)providedtoyou.

2. Toviewallyourrequisitionsmakesuretohave“Requisition”selectedundertheTypefilter.

Note: Ifyoualsohaveavoucherapproverroleyouwillbeabletoviewvouchersyou’veapprovedbyselecting“Vouchers”undertheTypefilter.

3. Thedaterangeisdefaultedto30days.ToexpanddaterangeselecttheDateRangefilterandadjustthedatetoyourneeds.

Note: Filterscanbeusedtoselecttransactionsbasedondepartmentbusinessprocess.

4. The iconsignifiesarequisitionthatwasreturnedtothepersonwhopreparedtheRequisition.

ThisistypicallytheRequisitionCreatororaShopperdependingontheunit/Dept.businessprocess.

5. The iconsignifiesarequisitionthatisintheworkflowandis‘active’.

Ex: whenaRequisitionrequiresbothChartfield2authorizationandRequisitionOrgNodeapproval,aChartfield2Authorizerwouldseethisstatusoncetheyselectedthe‘Approved/CompletedStep’fortheRequisitionsinceOrgNodeapprovalisstillrequired.

6. The iconsignifiesarequisitionthatiscompleteandfullyapproved.

Onceapproved,theRequisitioniscompleteandaPurchaseOrderisgeneratedbyBearBuyand‘dispatched’tothevendor.

7. Next,filterthoseRequisitionswithaCurrentWorkflowStatusofComplete.




Exercise 5

Use Document search to create a simple search where you can search for the following terms across all

document types and receive all related requisitions, purchase orders and invoices (vouchers) in the search

results, such as:

requisition number requisition name purchase order number catalog number (SKU) product description supplier name contract number

supplier invoice number voucher (invoice) number receipt number for related PO receipt packing slip number for related PO receipt tracking number for related PO receipt name for related PO

In the production environment, access to Document Search is somewhat restricted for Authorizers /

Approvers, unless they have additional BearBuy roles such as Requisition Creator, Match Exception

Preparer, Change Order Preparer or Voucher Approver.

If you are only an Authorizer / Approver Document Search results will show the transactions (Requisitions,

PO, Receipts and Vouchers) for Carts you created, not for those for which you were only involved with for

Requisition authorization or approver.

In this Exercise you will search for a Requisition and retrieve results including the PO and related Vouchers.

Step Notes1. Gotothenavigationbarandclick

‘DocumentSearch’.

2. ‘DocumentSearch’isshown.

MakesurethatyouareusingtheAdvancedsearchoption.

3. SelectSearch:AllDocuments.a. UnderParticipant–enterCindy–

forCindyCreatorb. UndertheTotalAmount,clickthe

drop‐downandselectLessThan,Type‘1000’inthetextfield.

4. Clickthe‘Go’button.

5. TheSearchresultsareshown.TheRequisition,PurchaseOrder,Invoices(Vouchers)andReceiptsarealllisted.

Noticethedifferenttypesofdocumentsyoucansearchfor.

6. Ontheleft,thereareseveralfilters tonarrowthesearch,thefiltercategorieswillchangebasedonthesearchresults.

ThelistwillrefreshbyjustshowingPurchaseOrders




Step NotesForthisexercise,choosetonarrowthesearchundertheheader‘DocumentType’toPurchaseOrders.

7. UnderthefilterforVoucherStatus,

ChooseFullyInvoiced.

8. ClicktheSaveSearchbuttonontheleft.

9. NametheSearch:‘PurchaseOrdersfullyinvoicedforCindy’

10. ClickonthePersonalFolder‐>My Saved

Searches,ClickSave,theClickClose

11. Clickonthesub‐tabthatsayssavedsearches‐andselect“Mysavedsearches”toaccessyoursavedsearch.

Youcaneditthissearchlater,runthesearch,ordeleteit.

12. ClickGotorunthesearchagainandselectaPOtoviewit.

13. NowonthePOStatusTab,Clickthe

Revisionstabtoseeifanyrevisionshavebeenmade.

14. UndertheRevisionNamecolumn,then

clickthe‘ManualDistribution’link.

15. AprintableversionofthePOisshowninanewwindow.




3.2. Training and Support

TrainingResourcesThe BearBuy Training site is the source for the most up to date materials for your role. More Training Resources are available for you at BearBuy Training. (learn more)

User Productivity Kits – review the UPK for your Role (learn more)

Job Aids/Quick Reference Guides (learn more)

Recorded Presentation (learn more)

Instructor‐led Training (learn more)

BearBuyYouTubeChannelPlease visit the BearBuy Procurement YouTube channel for Demos and Webinar updates. http://www.youtube.com/user/BearBuyProcurement

SupportContact BearBuy User Support contact information:

[email protected]

(510) 642‐8500, extension #5, and then option #1.

www.bai.berkeley.edu/BearBuy/index.htm

Mon‐Fri 8 AM to 5 PM