In preparation for the launch of BruinBuy Plus, select BruinBuy Purchase Orders (POs) will be migrated into BruinBuy Plus. 

POs that meet the following criteria will automatically migrate to BruinBuy Plus: 

   - Vendor is onboarded in PaymentWorks and,

   - PO value is greater than $1,000 and,

   - PO has had activity within the last 18 months from go-live (e.g., change order, invoice payment) and,

   - PO consists of either a subaward, subcontract, or annual contract

POs that are not eligible for migration will eventually be closed and their associated encumbrance(s) released. Access the BruinBuy Plus PO Migration and the Get Ready for the BruinBuy Plus Go-Live communications to learn more about which POs will and will not migrate to BruinBuy Plus. 

What do I need to do: 

   - Review the PaymentWorks Roster to confirm your vendor(s) is onboarded. If your vendor(s) is not registered in PaymentWorks, contact vendors@finance.ucla.edu. 

   - Resolve hold & incomplete (H&I) invoices. For additional information on resolving H&I invoices, access the H&I Resolution Initiative webpage. 
 

As part of the transition to BruinBuy Plus, the way UCLA processes invoices is changing, beginning when the system launches: 

1. BruinBuy Plus will email Purchase Orders (POs) directly to the vendor. 

2. Vendors will be instructed to send all invoices to a centralized email address, that will ingest them and bring them into BruinBuy Plus.  

3. Invoices received in the email inbox will be captured via an Optical Character Recognition tool called Digital Capture (a part of BruinBuy Plus) and managed by Accounts Payable. The Digital Capture tool will map specific invoice information (e.g., invoice number) to the PO. This will provide Accounts Payable (AP) greater efficiency in reviewing invoices.

For more information, access the New Invoice Submission Process email that was sent to campus and the Vendor-Facing New Invoice Submission Process email that was sent to vendors.

We are sharing this new process with you for your awareness; no action on your part is needed at this time.  

PAN Reviewers will review transactions via the reporting dashboard in BruinBuy Plus, in lieu of receiving an email notification. All PAN Reviewers will be granted a newly established role in DACSS so they can review transactions in the new system. Specific training for those with the PAN Reviewer role will become available this fall.

For more information, access the Key Changes for PAN Reviewers email that was sent to campus.

We are sharing this new process with you for awareness; no action on your part is needed at this time.  

Are you a current BruinBuy user? There are several system and process changes you should be aware that will impact the following: 

Payee Onboarding: For a payment or purchase order (PO) to be issued through BruinBuy Plus, all payees must be registered in PaymentWorks, UCLA’s vendor management tool. This requirement applies to all BruinBuy Plus payees, including individuals who are receiving a single payment. 

PO Numbers: BruinBuy Plus PO numbers will follow a sequential numbering series. A department code prefix will continue to be utilized; however, the remaining numbers will be autogenerated by the system (e.g., 35100000001389). 

Order Classes: Order classes will be replaced by BruinBuy Plus’ new Forms functionality, allowing for an easier and more streamlined PO creation experience. 

Receiving: BruinBuy Plus requires receiving on the following purchase categories: subawards, subcontracts, and inventorial equipment. If an invoice falls under any of these three categories, a receipt is required before payment can be issued. 

Review the Upcoming BruinBuy Plus System and Process Changes email to find more information about changes to these areas.  

We are sharing this information with you for awareness; no action on your part is needed at this time.  

In preparation for the transition to BruinBuy Plus, various systems (including BruinBuy) will be impacted between the dates of December 13, 2023, and January 1, 2024. Review the BruinBuy Closure & Emergency Purchase Order (PO) Process email to learn more about which systems will be affected, the dates of impact, and the emergency PO process that will be in place during that time.