Business Office News
In response to questions that have come from departments, we want toclarify some Vendor issues in BFS v9.
FINDING VENDORS WHEN CREATING A REQUISITION
When creating Requisitions in BFS v9, departments are sometimes not
finding vendors that they know existed in BFS 8.8.
This is happening because not all vendors in BFS 8.8 were migrated to
BFSv9. There are several reasons for this: Vendors who did not have
activity within the past 18 months were not brought over, and, in
addition, when there were duplicate vendor numbers for the same vendor,
only one vendor record was migrated to BFSv9.
If you are starting a Purchase Requisition and you believe the vendor
existed in 8.8, please:
1) Search for the vendor using the 8.8 Vendor ID number (be sure to
include the leading zeros).
2) If you get “No Matching Values Were Found” for the Vendor ID number,
search for the vendor by Name.
3) If you get “No Matching Values Were Found” for the vendor Name, send
an email to ven_bsvm@berkeley.edu and request that the vendor from 8.8 be
added to BFSv9. Vendoring will research your request and either let you
know the BFSv9 vendor number (if they find that the vendor already exists
in BFS v9) or set up the vendor in BFSv9.
If you have the need to establish new vendors who did not exist in BFS
8.8, please follow the guidelines established this spring
(http://businessservices.berkeley.edu/vendoring).
Information about searching for existing vendors and requesting new
vendors can also be found in:
* How to Add/Update a Vendor:
http://www.bai.berkeley.edu/announce/2010/SummaryVendoringChanges.html
* UPKs: http://www.bai.berkeley.edu/UPKcatalog.htm
* Quick Reference Guides: http://www.bai.berkeley.edu/UPKcatalog.htm
(Please note: We are in the process of revising the information about
student and employee vendors in these documents – see below for more
information.)
STUDENT AND EMPLOYEE VENDOR NUMBERS
The vendor numbers for students and employees have changed:
* Student vendor numbers are ST plus the 8-digit student ID number
(Example ST12345678)
* Employee vendor numbers are E plus the 9-digit employee ID number
(Example E123456789).
If you don’t know the student or employee ID number, you can search for
student or employee vendor numbers by name in the “Vendors” section of BFS
v9, but please note the following:
* When searching for student or employee vendors, you first need to
change the entry in the “SetID” field (from 10000) to EM000 for employees
or ST000 for students. If you don’t remember what to enter, you can just
click on the looking glass by the SetID field and choose Employee or
Student. ***Remember that you may not use these EM or ST vendor IDs to
create requisitions.*** If you need to create a requisition to pay a
student or employee, you need to request that the student or employee be
set up as a vendor in the usual way for other vendors (see
http://businessservices.berkeley.edu/vendoring).
Students and employees are now automatically loaded as vendors with EM and
ST vendor IDs in BFS; you no longer have to request that they be created
(formerly true for employees) or activated (formerly true for students)
You will not find student or employee vendors when creating a Requisition,
because Requisitions (and POs) are no longer used for payments to students
and employees. To reimburse students and employees for out-of-pocket,
non-travel/entertainment expenses, departments will now request that
Disbursements prepare a Direct Voucher. The Direct Voucher (Request) Form
and instructions, as well as a table of all expenses now paid through
Direct Vouchers can be found on the Disbursements web site at
http://controller.berkeley.edu/Disbursements/aboutDirectVouchers.htm.
Reimbursement of Travel or Entertainment expenses to students or employees
are still being processed through the online Travel and Entertainment
reimbursement system. For more information about Travel and Entertainment
reimbursements, please see
http://controller.berkeley.edu/travel/Reimbursement/index.htm
FIREFOX VERSIONS AND BAIRS
This is a reminder that only Firefox versions 3.5.9 and earlier work with
BAIRS. If you use Firefox to access BAIRS, you should not upgrade to a
version beyond 3.5.9. If you want to or need to update Firefox to a more
recent version, then your options for accessing BAIRS are IE8 for PC
users, and the Remote Desktop service for Mac users.
MORE TRAINING SESSIONS
We have added two sessions of our standard requisitions classes. We
strongly encourage all of you to attend who have questions about how to
prepare requisitions while you are waiting to start with eProcurement. We
are receiving many questions every day about this part of v9.
After you log in to Blu, navigate to the UC Learning Center, and enter v9
in the search box. You will see two sessions available for registration:
Thursday, July 15 and Tuesday, July 20. The July 15 class will have the
Standard Requisitions portion only; the July 20 class will have both the
Standard Requisitions class and the Receiving class. Please come!
In addition we are offering drop-in sessions for users to come with their
specific BFSv9 questions. We realize there are limitations to phone and
e-mail support, and we encourage you to take advantage of this in-person
opportunity. There are two sessions currently available for registration:
Wednesday, July 14 and Wednesday, July 21.
Also, please note that there will be a keyboard class for Temporary Budget
Journal preparation next Tuesday, July 20; you will find it if you search
for v9 in the UC Learning Center.
Please continue to contact us by sending e-mail to bfsbairs@berkeley.edu
or calling 3-4250. We are receiving a very large number of questions at
this time, so we appreciate your patience as we triage the most urgent
issues and route your questions throughout our group.