BearBuy
User Reference Guide:
Change Order
Version 1.0
01/06/2014
University of California, Berkeley | bearbuy.berkeley.edu
BearBuy – User Reference Guide
Change Order
Table of Contents
1.0.
1.2.
1.3.
1.4.
BearBuy Business Process ....................................................................................................................... 3
Learning Objectives ................................................................................................................................. 3
Departmental Functions and Roles in BearBuy ....................................................................................... 4
Descriptions ..................................................................................................................................... 4
High Level Business Process .................................................................................................................... 6
Change Orders ......................................................................................................................................... 7
Overview .......................................................................................................................................... 7
Reasons for PO Change Order ......................................................................................................... 7
Considerations ................................................................................................................................. 7
Reminders ........................................................................................................................................ 8
Best Practices ................................................................................................................................... 8
PO Change Order Error Messages ........................................................................................................... 9
Exception Management Situational Guide ............................................................................................ 10
Processing Exceptions in Bear Buy ................................................................................................ 10
Processing Exceptions in BFS system............................................................................................. 10
Steps to avoid Change Order exceptions and errors ..................................................................... 11
Basic steps to processing a PO Change.......................................................................................... 12
Navigation.............................................................................................................................................. 13
Training and Support ............................................................................................................................. 14
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Change Order
1.0. BearBuy Business Process
Learning Objectives
During this session, you will;

Learn about the benefits BearBuy will bring to the Procure-to-Pay process

See a high level Procure-to-Pay map

Understand the implications of Change Orders

Recognize the capabilities and considerations for each role

Perform exercises to address common reasons for Change Orders
Practices and Procedures
•
Self-approval** of Requisitions up to $1,000
•
Auto approval** of invoices up to $1,000
•
Receiving function: Optional for payment documentation, however, best practice is to receive in
products/services in BearBuy. Electronic documentation is acceptable for audit purposes.
**Exceptions to Auto Approvals: Subawards, Payment Requests, After the Fact orders, and any Services.
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BearBuy – User Reference Guide
Change Order
Departmental Functions and Roles in BearBuy
Descriptions
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:
Cart Authorizer [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.
Chartfield 1 & 2 Authorizer [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 Subawards, Payment Requests, Service Orders, and After the Fact orders regardless of dollar
value.
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Change Order
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.
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Change Order
High Level Business Process
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.
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Change Order
1.2. Change Orders
Change Order
Preparer
(or Buyer)
Step 6: Chg Order Preparer
Receives change request
documentation, and performs
revision, PO is dispatched.
Vendor
Step 7: Dispatch
PO created and
transmitted to Vendor;
funds encumbered; BFS
updated.
Step 8: Vendor Fulfills
Order
Fulfills order and issues
invoice
Overview
The Change Order Preparer performs PO changes in BearBuy. Buyers will also be able to process Change
Orders. Changes are made to the PO and appropriate information is attached to document the change
approval.
During the process of making a PO Revision, the Change Order Preparer analyzes the PO along with any
associated Vouchers in BearBuy and BFS prior to making the change.
Remember
 PO Change Orders do not clear Match Exceptions
 User must have the PO Change Order role to process changes.
 BearBuy does not have a PO change approval workflow.
Reasons for PO Change Order

Modify Chartfields

Lien Closure at the line level

Increase amount on a Service order

Cancel a Line (unvouchered)

Add a line to a PO

Cancel a PO (unvouchered)

Extend the end date on a Service order

Decrease Qty or Amount
Considerations







PO Revision and History tabs contain complete PO change history.
The Change Order Preparer or Buyer can add External Notes, modify PO information and attach
documents.
The Change Order Preparer determines if the PO change should be sent to the Supplier.
When the PO Revision is complete the PO is sent to BFS and the Vendor.
A printable version of the PO is available after dispatch. This version clearly notes which line was
changed, and also has a record of the changes at the bottom of the printable PO and in the Revision
tab.
Evidence documenting approval should be included in the comments section to support the change
order.
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Change Order
Reminders


Line closure posts almost immediately in BFS.
PO close performed on a weekly basis in the system:
– Monday through Friday if a PO closure is processed the closure will be applied Saturday
and Monday BFS will be updated.
Best Practices
Based on Help Desk tickets and common PO Change Order export errors we have compiled a list of best
practices to help you avoid problems in processing PO Change Orders. It is important that you research
and resolve any export errors you receive after finalizing a PO revision in BearBuy. If you need help in
resolving any errors or performing a PO Change Order please submit a Help Desk ticket.







Research and resolve any PO errors from bfs1@berkeley.edu
– Email subject line: Sciquest PO Validation Error (BFSPROD)
– Vouchers will not pay if your PO revision does not export to BFS successfully
When performing a Split by Amount on a PO with multiple lines, perform the split at the line level
not at the accounting codes header.
You cannot change the chartstring values for the vouchered amount. To change the coding for the
vouchered amount you will have to perform a financial journal entry.
You cannot revise a chartstring with a value that has an effective date > the PO date.
If you need help resolving your PO error from bfs1@berkeley.edu please submit a ticket to the
BearBuy Help Desk.
Always leave PO Export checked when finalizing your revision and determine if the Supplier should
be notified of the PO revision.
Always finalize your revision.
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Change Order
PO Change Order Error Messages
Error
Error Type
Send to
Cannot cancel a PO that has been
partially or fully matched
Cannot cancel a Purchase
Order/line/sched/distribution
that has not been budget
checked
Cannot cancel the
distribution/sched/line as an
Active voucher exists
Cannot delete line in PO since
dispatched
Cannot delete the
distribution/sched/line as an
Active Voucher exists
Invalid Chartfields
Invalid Dist Merchandise Amt
(Vouchered amt > Merch amt)
Invalid Line Merchandise Amt
(Vouchered amt > Merch amt)
Item id cannot be changed for a
dispatched PO
No authority to cancel purchase
orders
PO cannot be canceled once a
change order has occurred
Functional
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Functional
Functional
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Functional
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If Buyer
exists and not = to Change Order Preparer, please cc.
Functional
Functional
Functional
Functional
Functional
Functional
Functional
Buyer if applicable, if not Requisition Creator
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
Change Order Preparer (Last Updated By). If buyer
exists and not = to Change Order Preparer, please cc.
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Change Order
Exception Management Situational Guide
Processing Exceptions in Bear Buy
Situation
Action
Task
Billed for greater quantity than
PO
Invoice Fails Matching
Funding changed on an Order that
has not been vouchered
Funding changed on an Order that
has been vouchered
Departmental Request
outside of BearBuy
Departmental Request
outside of BearBuy
Match Exception Preparer
Review. Review receipts
and create returns.
Match Exception Preparer
Review and Approval
Create Change Order
Need additional item on NonCatalog Order
Need additional item on Catalog
Order
Cancel Order that has not been
received/vouchered
Cancel a line that has not been
received or vouchered
Departmental Request
outside of BearBuy/BFS
Departmental Request
outside of BearBuy/BFS
Departmental Request
outside of BearBuy/BFS
Departmental Request
outside of BearBuy/BFS
Billed for greater amount than PO
Payment Terms are incorrect
Supplier did not receive Order
Department receives 2 electronic
invoices for same PO.
Invoice Fails Matching
Departmental Request
outside of BearBuy/BFS
Comes from a Request
outside of BearBuy
Forward to
Disbursement for
correction/deletion
Change
PO?
No
No
Yes
Create Change Order, but
decrease vouchered line
and add new line item
amount and new
chartstring
Create Change Order
Yes
Create New catalog
Requisition
Go to the PO and choose
the Cancel PO Button.
Create Change Order
No
Yes
Create Change Order
Yes
Create Change Order
Yes
Select ‘Forward’ from
Available Actions in
BearBuy. Enter User
Name ‘einvrwk’.
No
Yes
Yes
Processing Exceptions in BFS system
Business Situation
Funding changed on an Order that
has been vouchered
Returned item that has been
vouchered and needs to be
credited to the funding source
Action
If a BearBuy Change Order was
attempted the PO export to BFS will
fail and Generate Error message
Email.
If Change Order attempted, will fail
export to BFS and Generate Email
Message
Task
Review Error Message Email.
Perform G/L Journal Entry in
BFS to reclass original
voucher.
Disbursements Issues a
Credit Memo.
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Change Order
Steps to avoid Change Order exceptions and errors
Always consider the following when making a Purchase Order Change:
#1 – Identify if a Change Order is truly necessary?
#2 – Does the PO contain Catalog or Punchout items?
#3 – Does the PO have a Voucher applied against any line?
The basic decisions steps are shown below. Also see the Exception Management Situations page which
provides additional specifics.
Review the
Exception
Management
Situations table in
this Job Aid
Step 1:
Identify if a PO Change is
truly necessary.
Yes
Issue:
Don’t make a PO
Revision, since some
catalog suppliers
cannot accept
changes.
Task:
Create a new
Requisition instead.
Step 2:
Does the PO have
Catalog/Punchout
items?
Yes
No
Step 3:
Does the PO have a
Voucher?
No
Issue:
For Vouchered lines,
you cannot change
the chartstring or
delete the item(s).
Task:
Make any changes
necessary.
Task:
Add new line, close
balance on
Vouchered line.
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Change Order
Basic steps to processing a PO Change
 Reminder
#1 Identify if a Change Order is truly necessary,
#2 Does the PO contain Catalog or Punch-out items, and
#3 Does the PO have a Voucher applied against any line.
1. From the PO Status tab, go to the Summary tab.
2. Review if there are any vouchers by clicking on the Invoices/Vouchers tab. If there are vouchers you
must review what changes are allowed.
3. Make the necessary changes to line items.
4. Do not change catalog items, create a new Requisition to order additional items.
5. To change a FORM item, go to the line item.
For form items marked with ‘ more info...’ click the Form Icon or the items link. The form will open
in a new window.
o Make the necessary changes
o Click Save and click Close to complete the form revisions. The results will update the PO line item
associated with the form.
6. To change a line item chartstring value, open the Purchase Order tab, then click the Accounting Codes
sub-tab. Edit to make the necessary changes to the chartfield.
Click the Comments tab to add comments and documentation attachments and explain the reason for the
change.
7. When you are done, you must Finalize the revision. Go to the Available Actions menu and select
Finalize Revision.
8. Click the Go button.
9. In the Finalize Revision pop-up window, enter the Revision Name.
10. Enter comments related to this revision in the Revision Note text box.
11. To ensure BFS and BearBuy are synchronized, make sure the PO Export checkbox is checked .
12. Also make sure the Supplier  checkbox is checked so that the purchase order revisions are sent to
the supplier per the distribution method specified in the purchase order. Uncheck the box only if the
change does not need to go the supplier.
13. Once complete, click the Save button. The revision number will now be shown for this PO.
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1.3. Navigation
Below is an overview of the BearBuy Home/Shop page and key items to review when logging in. The left
side panel contains important news and information.
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Change Order
1.4. Training and Support
•
The BearBuy Training site is the source for the most up to date news and
announcements
– procurement.berkeley.edu/bearbuy
•
More Training Resources are available for you at
– procurement.berkeley.edu/bearbuy/instructional-resources
•
BearBuy YouTube Channel
– youtube.com/user/BearBuyProcurement
•
Need more assistance? Contact the BearBuy Help Desk
– (510) 664-9000 Option 1, Option 2, Option 1
– Mon-Fri 8 AM to 5PM
– Email BearBuy Help (bearbuyhelp@berkeley.edu)
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