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Chapter 15


Information Access

 

Overview

The BruinBuy system provides access to all departmental purchasing activities online.  The inquiries enable information to be retrieved in an easy and timely manner.  Common questions regarding payments including reasons they might be on hold or incomplete status can be determined using these queries and reports.  Departments are strongly encouraged to become familiar with the contents of this chapter to expedite and reconcile payments.  

A variety of inquiries and reports provide different information available on BruinBuy including:


The BruinBuy system is designed to allow the user to flow from various information screens quickly.  This will allow the effective identification of missing information by using known criteria as parameters.

 

Chapter Shortcuts To Specific Queries And Frequently Asked Questions

The key to locating data is knowing what information you need and what information you have.

What To Use When You Need When You Have
Vendor Selection Report (VES) Specific vendor information, i.e.: contact information, vendor type Vendor name (short/long)  and or tax ID
Order Summary by Department (OSD) A list of orders by department (by order date optional) Four digit department code
Order Payment Summary (OPS) Payment information associated to order numbers by department Four digit department code
Requisition / PO Summary (RPS) A list of  requisitions and associated orders by department (by order date optional) Four digit department code and order class
Order Summary by Vendor (OSV) A list of orders associated to a specific vendor by department (by date range optional) Vendor number and four digit department code
Invoice Summary by Vendor (ISV) A list of invoices associated to a specific vendor (by date range optional) Vendor number
Blanket / Agreement Summary (BAS) A list of blankets or agreements for a specific department (by vendor optional) Four digit department code and order class
Vendor Blanket Summary (VBS) A list of blankets or agreements for a specific vendor (by department optional) Vendor number
Invoice Detail Inquiry (INV) A list of invoices for a specific vendor (by invoice number or date range optional) Complete vendor and invoice number
Order Detail Inquiry (ORD) A detailed view of the order including payment information if applicable Complete order number

Frequently Asked Questions


Information Access Menus

Vendor, Order and Invoice Inquiries

Log In to BruinBuy and click on Queries and Reports on the top menu bar. 

Note: There are multiple ways to access various queries and reports. These will be addressed later in the chapter.

Note: If selecting Queries and Reports from the top menu bar from any screen other then the home page as seen below, a drop down menu will appear.  This menu will allow you to access specific queries and reports directly.  This allows the user to access menus not available when navigating away from the home page; while searching the Catalog for example.

The following screens initiate queries by department or by vendor when selecting Queries & Reports from the home page. Each search can be selected by clicking on the appropriate tab. Detailed information pertaining to each specific query will be explained later in the chapter or can be accessed directly using the chapter shortcuts. 

Searches can be narrowed by selecting a Begin and End Date range. The various queries can then be accessed by clicking on the corresponding GO button. Not all input fields must be filled but the user will be prompted to add more information when it is insufficient.

An alternate Queries search which include short descriptions for each search type is found on the bottom menu selection on the Home Page. It is also located on the drop down menu under Queries & Reports when away from the home page as previously mentioned.

 

Roll the cursor over the individual UCLA Custom Reports to select and view additional information.

 

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Custom Reports

Vendor Selection Report (VES)

The Vendor Selection inquiry provides an easy method to identify vendors and related information.


Field Description / Value
Vendor Short Name Enter the vendor short or long name or tax ID number
Selection Type Select the appropriate search type
Vendor Type Select the appropriate vendor type

Note: Be sure to correctly match the search and vendor type to the vendor input field. For example:

Long Name: Short Name (no spaces):
FEDERAL EXPRESS FEDEXP
OFFICE MAX OFFICEMAX
SIGMA ALDRICH SIGMAALD
Jones, Bryan Jones,b

If no matching records are found, try multiple variations on searches.
 

Vendor Selection

Once the vendor has been located, a selection of similar or associated vendors will be generated.


 

Field Description / Value
Vendor Key Two-part number assigned to the vendor; the first six digits are the vendor base, the last three characters indicate a specific location or address for the vendor
Vendor Name Full, legal name of the vendor
Address Line Full Address
Vendor Type R - Regular 
E - Employee 
S - Student   
P - Procurement Card 
Business Code Two [2] character code used for small business reporting
Short Name Ten [10] character abbreviation for the vendor name

Specific Vendor Information

Once the specific Vendor is located, click on the corresponding vendor key for additional information.

Note: The tax ID will be visible in BruinBuy Java but has been removed for this training purpose.


 

Field Description / Value
Terms Code Used by Accounts Payable
Check Dist Code Used by Accounts Payable/Records Management for sorting checks
Check Category Used by Accounts Payable to group checks during payment runs
Income Reporting Used by Accounts Payable
Income Reporting Code Used by Accounts Payable
Hold Status Used by Accounts Payable to halt activity with a vendor until the status is released
Bank Code: Method of payment (Electronic Funds Transfer, Paper Check, etc)
Tax ID/Cd Tax ID number
D&B Number Dun & Bradstreet code
Business Code Used for small business reporting
Business Contact Vendor contact
Business Phone Vendor telephone number
Fax Number Vendor fax number

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Order Summary by Department (OSD)

The Order Summary by Department  inquiry reflects departmental purchasing activity. It is helpful in analyzing costs incurred and determining anticipated expenditures. Information is displayed in date order sequence.

The search may be limited to:


 

Field Description / Value
 Order Number Enter the department code, order class and the first several digits of the sequence number. A full department code is required but subsequent information can be left blank to expand the search
Starting Order Date If a starting date is entered, the display begins with orders created on or after the date

Order Summary by Department Report

Once the search is completed, detailed information from the order and vendor key can be further viewed by clicking on the order number. This will open the Order Header screen under the Order Detail Inquiry described later in the chapter.


 

Field Description / Value
Order Number Order Number assigned to the order. View the specific order by clicking on the number
PAN Subject Subject line of the electronic notification that will be distributed to the reviewers by the PAN system
Delivery Date the goods or services are scheduled to be delivered
Status Status of the order:

C - Closed
H - On Hold
I - In Progress
Y - Posted (Orders must be posted for payments to be made against that order number)

Posted Logon ID of the order creator
PO Date Date (as entered by the preparer) that the order was entered or placed with the vendor
Auth Date Date the order or requisition was finalized by the preparer
Vendor Name Name of the vendor from the vendor table
Vendor Key Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] characters indicates a specific location or address for the vendor
Gross Amount Total amount

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Order Payment Summary (OPS)

Use the Order Payment Summary inquiry to identify invoice and payment information related to a purchase order. It is highly encouraged to use this query prior to contacting Accounts Payable as the payment date, clear date and check amount can be determined from this search.

If no payment records are found, double check the purchase order number and ensure that change order "00" is entered. There are many reasons a payment might not be posted in the system. The most common being that Accounts Payable has yet to receive the documents. Other factors such as mailing time and Accounts Payable's current service standard found here must also be taken into consideration. If after a reasonable period of time has elapsed and there is still no payment record, please resubmit the documents or contact Accounts Payable at (310) 794-0197.


 

Field Description / Value
Order Number A complete, valid order number must be inputted using change order "00"

Order Payment Summary Report


 

Field Description / Value
Order Number Order Number assigned to the order. View the specific order by clicking on the number
Invoice Number Invoice number as it appears on the invoice from the vendor
Vendor Number Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor
Gross Amount Total amount
Status Status of the Invoice

C - Payment has been made
H - On Hold (Typically requires department action. Check the hold code on the invoice. Do receiving if applicable)
I - Incomplete (Typically requires department action. Check the hold code, queue messages and follow up with the Accounts Payable Representative who is identified under the invoice header in the ORD)
M - Closed and Not Paid [Cancelled]
P - Approved and Scheduled for Payment on the specified due date
X - Closed and Partially Paid

Invoice Date Actual date on the invoice
Batch Number Number assigned to the batch of checks produced for this and other invoices
Reference Used on reference control or balance sheet accounts
Check Number Actual check number sent to the payee
Bank Code Date the check cleared the bank
Issue Date the payment to the payee was approved in the system

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Requisition / PO Summary (RPS)

The Requisition/Purchase Order Summary inquiry identifies the purchase order or agreement/blanket which has been issued by Campus Purchasing to satisfy a particular requisition.

Field

Description/Value

Requisition Number Enter the at minimum the four digit department code and a class order (R or J)
From Order Date Narrow the search range by date (optional)

 

Requisition/Purchase Order Inquiry Report

Once the report is generated, information on  the requisition, associated purchase order and vendor can be further viewed by clicking on the respective number. This will then open a new window to the Order Header screen of the Order Detail Inquiry.


 

Field Description / Value
Requisition Number Requisition number that was issued to request that a purchase order, agreement or blanket be established
Requisition Line Number Number of order lines in the requisition
Purchase Order Number BruinBuy Order Number assigned to the order
Purchase Order Line Number Number of order lines in the purchase order
Vendor Key Name of the vendor from the vendor table
Vendor Name Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor
Buyer Code Two [2] character abbreviation for the buyer name; orders entered by departmental staff will appear as DB “departmental buyer”
Purchase Order Date Date the order was created
Authorization  Date Date the order or requisition was finalized by the preparer
Gross Amount Total amount

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Order Summary by Vendor (OSV)

The Order Summary by Vendor  inquiry provides a history of purchasing activity for a specific vendor organized by order number. This search can include the complete vendor number which will search a specific location or can be expanded to search all locations associated with the vendor base. Including a time period can narrow the search to a specific date range.
 

Field Description / Value
Vendor Control Key Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor which can be omitted to expand the search
Order Number The four digit department code is the minimum input to initiate a search
Create Date An optional date range that can further narrow the search criteria

 

Order Summary by Vendor Report


 

Field Description / Value
Order Number BruinBuy Order Number assigned to the order
Create Date Date that the order was created
Gross Amount Total amount
Status Status of the order:

C - Closed
H - On Hold
I - In Progress
Y - Posted (Orders must be posted for payments to be made against that order number)

Posted Logon ID of the person who posted the order
Delivery Date Date the goods or services are scheduled to be delivered
Auth Date Date the order or requisition was finalized by the preparer
Vendor Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor

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Invoice Summary by Vendor (ISV)

The Invoice Summary by Vendor inquiry displays all or specific invoices for a particular vendor. This inquiry provides a window into Accounts Payable payment activity.

If the invoice number is unknown, specific payment information can be located via the associated order number if known using another inquiry such as Order Payment Summary. To search all invoices, leave the invoice selection parameters blank.


 

Field Description / Value
Vendor Control Key Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor which can be omitted to expand the search
Starting Invoice Control Key Enter the invoice number if know or a partial number to generate a range of invoices
Invoice Date An optional date range that can further narrow the search criteria


Invoice Summary by Vendor Report

Field Description / Value
Vendor Number Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor
Invoice Number Invoice number as it appears on the invoice from the vendor. Click on this link to view detailed invoice information
Invoice Date Actual date on the invoice
Gross Amount Total amount
Status Status of the Invoice

C - Payment has been made
H - On Hold (Typically requires department action. Check the hold code on the invoice. Do receiving if applicable)
I - Incomplete (Typically requires department action. Check the hold code, queue messages and follow up with the Accounts Payable Representative who is identified under the invoice header in the ORD)
M - Closed and Not Paid [Cancelled]
P - Approved and Scheduled for Payment on the specified due date
X - Closed and Partially Paid

Check Number Actual check number sent to the payee. Click on this link to view detailed payment information
Bank Code: Method of payment (Electronic Funds Transfer, Paper Check, etc)
Issue Date Date the payment to the payee was approved in the system
Batch Number Number assigned to the batch of checks produced for the invoice
Order Number BruinBuy Order Number assigned to the order
Reference Number A previously associated order number

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Blanket/Agreement Summary (BAS)

The Blanket/Agreement Summary inquiry provides a summary view of an agreement and related balances.

It is helpful for departmental users to review this inquiry before generating a release against a blanket agreement. It identifies important information including:

Before using a blanket:

The blanket agreement may define only terms and conditions. Pricing is determined by Campus Purchasing at the time of order placement. Departments submit a requisition to Campus Purchasing to acquire goods under these agreements.


 

Field Description / Value
Vendor Control Key Two [2] part number assigned to the vendor; the first six [6] digits are the vendor base, the last three [3] digits indicate a specific location or address for the vendor which can be omitted to expand the search (Optional)
Starting PAC Order Number A full department code and order class (B or K) is required but subsequent information can be left blank to expand the search. For example 0000 K (agreement number) or 3510 B (blanket number)

 

The Blanket / Agreement Summary Report

Once the blanket or agreement has been selected, additional information is displayed.

Field Description / Value
Base Agreement Number Agreement or blanket number. Click on this link to view detailed payment information
Description Description of the goods or services to be provided under the agreement or blanket
Status Status of the order:

C - Closed
H - On Hold
I - In Progress
Y - Posted

Expiration Date Last date the agreement or blanket may have orders issued against
Base Agreement Amount Total agreement amount

 

Blanket / Agreement Detail Report

Once the Agreement or Blanket order has been selected, the detail report will provide information. Releases for the agreement or Blanket can be viewed by selecting the List Release button as shown.

Field Description / Value
Vendor Control Key Two-part number assigned to the vendor; the first six digits are the vendor base, the last three characters indicate a specific location or address for the vendor
Vendor Name Name of the vendor from the vendor table
Base Agreement Number Agreement or blanket number
Description Description of the goods or services to be provided under the agreement or blanket
Key Words Keywords (up to three) that indicate the type of goods or services available under the agreement or blanket
Status Status of the order:

C - Closed
H - On Hold
I - In Progress
Y - Posted

Base Agreement Indicates campus wide agreement
Expire Date Last date the agreement or blanket may have orders issued against
Released by Purchasing Only Some agreements and blankets may be released only by Campus Purchasing; if “N,” then departments may enter releases against the agreement/blanket; if “Y,” then only Campus Purchasing may issue against
Restricted Base Blanket Indicates exclusive departmental agreement
Last Activity Date Last date there was any activity on the agreement or blanket
Available Balance Remaining balance of the agreement/blanket
Release Limit Amount Indicates maximum release limits. If your release exceeds release limit amount call Campus Purchasing Buyer for assistance
Released Amount To Date Total amount of orders, encumbrances or memo-liens that have been issued against the agreement or blanket
Total Release Number Total number of releases issued against the agreement or blanket
Total Number of Invoices Total number of invoices paid under the agreement of blanket
System wide Agreement Number References the agreement number assigned by Campus Purchasing
FOB Location where the title of goods is transferred
Ship Via Shipping instructions as negotiated as part of the agreement or blanket
Income Reportable Code Code that determines whether payment is taxable income

Releases for Blanket / Agreement

Select the order number to view the Order Header in the Order Detail Inquiry.

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Vendor Blanket/Agreement Summary (VBS)

Use the Vendor Blanket/Agreement Summary to identify the Blanket / Agreements in effect with a specific vendor.

Before using a blanket:

The blanket agreement may define only terms and conditions. Pricing is determined by Campus Purchasing at the time of order placement. Departments submit a requisition to Campus Purchasing to acquire goods under these agreements.

Enter the complete vendor number including location.


 

Field Description / Value
Vendor Control Key The entire vendor number including location must be inputted with no spaces.
Starting Blanket / Agreement Number This input field is optional

 

Vendor Blanket/Agreement Summary

Select the blanket or agreement number to view the Order Header in the Order Detail Inquiry.

Field Description / Value
Base Agreement Number Agreement or blanket number. Click on this link to view the details of the order
Expiration Date Last date the agreement or blanket may have orders issued against
Description Description of the goods or services to be provided under the agreement or blanket
Status Status of the order
Available Balance Remaining balance of the agreement/blanket
Released Amount Total amount of orders, encumbrances or memo-liens that have been issued against the agreement or blanket
Base Agreement Amount Total agreement amount
Purchasing Only Some agreements and blankets may be released only by Campus Purchasing; if “N,” then departments may enter releases against the agreement/blanket; if “Y,” then only Campus Purchasing may issue against
Keyword1 The first keyword indicating the type of goods or services available under the agreement or blanket
Keyword2 The second keyword indicating the type of goods or services available under the agreement or blanket
Keyword3 The third keyword indicating the type of goods or services available under the agreement or blanket

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 Invoice Detail Inquiry (INV)

The Invoice Detail Inquiry displays specific invoices for a particular vendor.

Note: A full vendor and complete invoice number must be inputted. If no records are found, double check the information or try other queries such as Invoice Summary by Vendor or search by the associated order number using the Order Detail Inquiry. A common reason for no records found is that Accounts Payable is pending receipt of the documents and has yet to enter it in the system. Other factors such as mailing time and Accounts Payable's current service standard found here must also be taken into consideration. If after a reasonable period of time has elapsed and there is still no payment record, please resubmit the documents or contact Accounts Payable at (310) 794-0197.

Invoice Header

Once located, the Invoice Header of the Order Detail Inquiry will be displayed. The associated information will be further discussed in the following section.

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Order Detail Inquiry (ORD)

The Order Detail Inquiry allows full information access to any requisition, order, invoice or associated payment. Most questions can be answered by becoming familiar with this query.

Enter the complete order /  requisition number and select the change order preference.


 

Order Header

The Order Header provides a detailed overview of the order including but not limited to the following.

Selecting the various links will display the corresponding order information.


 

Order Lines

The Order Lines section displays the lines of the order and their general information. The individual line details can be viewed by clicking on the Line Detail Icon.

Order Line Detail

Additional information such as the complete description, Full Accounting Unit, tax application codes, quantities and unit prices are displayed. Click the Back or Cancel buttons to return to the Order Line Summary..

 

Order Distribution

The Order Distribution shows the Full Accounting Units [FAUs] for each line item. 

 

 

 

Order Receipt

The Order Receipt shows any applicable completed or pending receiving.

 

Order One Time Payee

The One Time Payee screen displays the payee information. One of the main reasons One Time Payee payments are delayed is due not correctly entering the payee information in the order. See Chapter 8 for proper One Time Payee  format.

 

Order Posting

The Invoice Posing screen displays the Full Accounting Unit including posting amount and other information pertaining to the specific order.

Note: The following screenshot is taken from BruinBuy PAC and is subject to change.

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Order Invoice Summary

To view invoices  associated with the specific order, select the Order Invoice Summary tab. This section describes information on how the invoice was processed by Accounts Payable.

Note: Invoices will only appear if there is a payment entered in the system associated with that order number. As previously mentioned if after a reasonable period of time has elapsed and there is still no associated invoice, resubmit the payment documents or contact Accounts Payable (310) 794-0197.

Invoice Status Codes include the following

C - Payment has been made
H - On Hold (Typically requires department action. Check the hold code on the invoice. Do receiving if applicable)
I - Incomplete (Typically requires department action. Check the hold code, queue messages and follow up with the Accounts Payable Representative who is identified under the invoice header in the ORD)
M - Closed and Not Paid [Cancelled]
P - Approved and Scheduled for Payment on the specified due date
X - Closed and Partially Paid

Click on the invoice number to select it for review.

Invoice Header

The Invoice Header, much like the order header displays general invoice information including but not limited to:

Note: New information selections are now available for invoice review.


 

Invoice Line Detail

The Invoice Line Detail screen displays how the AP Representative accepted each order line.

Note: If an invoice is placed on I status, hold code messages are entered in the system describing the general reason the payment cannot be processed. Because hold code messages are general and cannot describe the nuances of individual payments, AP Representatives will typically type a note in the line description explaining what further action is required in order to process the payment.


 

 

Invoice Distribution

The Invoice Distribution shows the Full Accounting Units [FAUs] for each line item. 

 

 

 

 

 

 

 

Mismatch

The Mismatch screen displays mismatch conditions that have occurred once a payment has been processed. Mismatches can occur for various reasons including quantity and unit price differences. When such instances occur, a system generated informational queue messages will be sent to the preparer. While the payment might have been processed, it may be necessary to release any remaining encumbrances. See chapter 16 for information regarding releasing encumbrances.

 

Invoice One Time Payee

The Invoice One Time Payee screen depicts the payee information as accepted on the payment. This screen is only available to One Time Payee orders.

Invoice Posting

The Invoice Posing screen displays the Full Accounting Unit including posting amount and other information pertaining to the specific payment.

Invoice Payment

The Invoice Payment screen shows useful  payment information including but not limited to

Users are highly encourages to consult this screen prior to contacting Accounts Payable for the status of a payment.

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Frequently Asked Questions

Question Answer  
What was the name of that vendor? It started with an ABC...

Vendor Selection Report

VES
ABC Company needs verification of payment on Invoice #13579.   

Invoice Detail Inquiry

INV
Is the remaining balance on the blanket adequate to cover my request? Blanket/Agreement Summary BAS
Can the vendor delivery immediately? I need their telephone number to verify. Vendor Selection Report VES
They accept fax orders - what is their fax number? Vendor Selection Report VES
Has Campus Purchasing processed my requisition? When can I expect delivery? Requisition /PO Summary RPS
Which buyer processed the order? I want to see if they can increase the quantity by 50? Requisition /PO Summary RPS
ABC says they have outstanding invoices! Was payment made for the last purchase? Order Payment Summary OPS
Did ABC actually cash the check? Order Payment Summary OPS
The check amount is high. Was one check issued to pay for multiple orders? Invoice Summary by Vendor ISV
Was it necessary to perform a funds override when placing this order? Order Detail Inquiry ORD
Who processed this invoice in AP? Order Detail Inquiry ORD
Our budget is tight this month. What has the department ordered? Order Summary by Dept OSD

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Last Updated 15 October 2012