BFS Job Aids and Quick Reference Guides

Job Aids present material to help you perform a system action. Quick Reference Guides are concise, task-specific descriptions designed for expert users. For in-depth information, refer to the User Productivity Kits or manuals.

• for BFSv9
• for BFS v8.8 (View / Inquiry Only)

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for BFSv9

Basic Navigation in BFS (Berkeley Financial System)

• Understand the BFS Homepage
• Understand Navigation and Menu Pages
• Conduct Searches
• Use Arrows, Sorts, Finds and More
• Add Favorites
• Make Screen Prints

Purchasing and Accounts Payable (AP/PO)

• Requisitions
• Purchase Orders
• Receiving
• Vendors
• Accounts Payable (Vouchers and Payments)
• Procurement Cards (bluCard)
• eProcurement (for ePro departments only)

Journal Entry: General Ledger and Budget

• Financial Journals
• Pre-encumbrances
• Temporary Budget
• Permanent Budget & Position Resource Tracking

General

• Chart of Accounts
• Keyboard Shortcuts
• Worklist
• Profile Management

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Requisitions

Prepare/Print/Copy Requisitions

• Prepare a Direct to Vendor (Low Value) Requisition
• Prepare a (High Value) Requisition for Campus Buyer Processing
• Prepare a Blanket (Amount Only) Requisition
• Prepare a Split Distribution "By Amount" in the Requisition Line
• Prepare an Entertainment Requisition
• Prepare Special Handling Requisition
• Prepare an After the Fact Requisition
• Prepare a Subaward Requisition
• Prepare an Inspection Required Requisition
• Add Comments to a Requisition
• Add Attachments to Requisitions
• Copy a Requisition
• Print a Requisition – Report Tools
• Print a Requisition – Process Monitor
• Print an Approved Requisition
• Prepare an Intercampus Subaward Requisition
• Enter the Manufacturer ID for Inventorial Equipment in a Requisition
• Category Codes and Expense Account Training Guide
• How to Decide the Appropriate Category Codes to Use
• Category Code and Expense Account Codes
• Category Code Description Abbreviations

Customize the Distribution Chartstring

• Customize the Distribution Chartstring

Approve or Deny Requisitions

• Approve or Deny a Requisition

Review Requisition Information

• Find Approved Requisitions for Specific User
• Cross Reference Requisition to Purchase Order

Cancel/Change a Requisition

• Cancel a Requisition
• Update a Requisition Created in a Previous Month

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Purchase Orders

Print Purchase Orders

• Print a Purchase Order

Change Purchase Orders

• PO Change Order Manual
• Review PO Activity Summary
• PO Change Order Sections Overview
• PO Change Order Icons and Hot Keys
• PO Change Order Preparer's Road Map
• Print or Email PO Change Order
• Look Up Existing Vouchers for a PO
• Change PO Amount without Vouchers
• Change PO Amount with Vouchers
• Change PO Quantity without Vouchers
• Change PO Quantity with Vouchers
• Change PO Chartstring/Distribution without Vouchers
• Change PO Chartstring/Distribution with Vouchers
• Change PO Lines to Amount Only without Vouchers
• Change PO Lines to Amount Only with Vouchers
• Add a Line to a PO
• Correct PO Sales/Use Tax
• Change PO Vendor Address
• Cancel a Line from a PO
• Cancel PO
• Approve PO Change Orders
• Deny PO Change Orders
• Eliminate Resourced Requisition Pre-encumbrance

Customize the Distribution Chartstring

• Customize the Distribution Chartstring

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Receiving

Receiving Document Retention Requirements

• Receiving Document Retention Requirements

Receiving Requisition Departments

• Receive using the PO Info in "Purchasing – Receipts" (and Check for Inspection)
• Receive by Amount Only
• Department Inspection after Receipt
• Attach a Document to a Receipt
• Change or Cancel Part of a Receipt
• Cancel an Entire Receipt

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Vendors

• Search for Vendor ID
• Search for a Vendor Address
• Search for Employee or Student Vendor Information
• Search for Vendor and Address During Requisition Creation
• Search for Vendor Fax
• How to Add/Update Vendors

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Vouchers and Accounts Payable

Voucher Processing Overview

• Customize the Worklist
• Approve or Deny Vouchers
• Look Up Existing Vouchers for a PO
• Find Vouchers and Voucher Information ("Add/Update" Method)
• Find Vouchers and Voucher Information ("Review Accounts Payable" Method)

Payments

• Find Payments for a PO
• Find Information about a Payment
• Request a Credit Memo or Refund Check

View Image Documents

• View Image Documents – Voucher Search

Use the View Image Toolbar

• Use the Fit Window Function
• Use the Fit Width Function
• Use the Zoom In Function
• Use the Zoom Out Function
• Use the Rotate Left Function
• Use the Rotate Right Function
• Use the Print Function
• Use the Save As Function

Exit the Imagine System

• Exit Imagine System – No Results Found
• Exit View Image from Image Document

Match Exceptions

• Run and Review Match Exceptions Report

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Procurement Cards (bluCard)

• Add the Reconcile Statement Page to Favorites
• Search for One or More Transactions
• Customize the ChartField Tab Distribution Line

See the Card Program website for the following Job Aids:

• Approve a Procurement Card Transaction
• Calculate Use Tax on a Procurement Card Transaction
• Calculate Use Tax on a Procurement Card Transaction with Taxable and Non-Taxable Amounts
• Change Status of Procurement Card Transactions
• Reconcile Procurement Card Transactions
• Search for Procurement Card Transactions
• Split Distribution on a Transaction
• Outlook Rule Setup for Pcard Notifications
• Procurement Card Status Updates
• bluCard Cardholder Account Form
• bluCard MCC Exception Request Form
• Event Planner Card – BFSv8.8 Guide
• Individual bluCard Delegation and Agreement
• Job Aid for E-Buyer Role
• Loss, Theft, or Fraudulent Use of Procurement Card
• Travel Study Card – BFSv8.8 Guide
• UC Berkeley Procurement Card Program Memorandum of Agreement
• US Bank Dispute Form

For more Procurement Card information, see the Announcements regarding Procurement Cards/bluCard.

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eProcurement (for ePro Departments only)

Helpful Tips

• Tips for Shoppers and Requisition Creators

Receiving ePro Departments

• Receive (Partial) using Req. Info in "ePro – Manage Requisitions"
• Receive Items by Requestor/Requisition Preparer via "ePro"
• Receive Using the PO Number or Other PO Information (and Check for Inspection)
• Receive by Amount Only
• Department Inspection after Receipt
• Change or Cancel Part of a Receipt
• Cancel an Entire Receipt

ePro Shopper

• Shoppers BearBuy Shopping from Hosted Suppliers
• Shop from Punch-Out Suppliers
• Assign a Requisition Creator
• Comparison Shopping

Category Codes and Expense Account Codes

• Category Codes and Expense Account Training Guide
• How to Decide the Appropriate Category Codes to Use
• Category Codes and Expense Account Codes
• Category Code Description Abbreviations

Requisition Creator: Create Requisitions for Items or Services not in BearBuy

• Prepare (Non-Catalog) Special Request Requisition
• Prepare ePro Entertainment Requisition
• Prepare Inspection Required Requisition
• Prepare an Equipment Requisition
• Prepare a Requisition and Add a 2nd Level Approver
• Prepare a University Master Agreement Requisition
• Copy a Non-Catalog Requisition

Requisition Creator: Shopping from BearBuy

• Prepare a Requisition Shopping from Hosted Supplier in BearBuy
• Prepare a Requisition Shopping from a Punch-Out Supplier in BearBuy
• Comparison Shopping
• Add a Favorite in BearBuy
• Copy BearBuy Cart

Requisition Creator: Find Assigned BearBuy Cart and Return to BFS

• Retrieve an Assigned Shopping Cart to BFSv9
• Assign a Substitute Requisition Creator
• End Substitute Requisition Creator

Approvers: Approve/Deny ePro Requisitions

• First Level Approver
• Additional Approver (2nd Level)
• Deny a Requisition

Review Requisition Information

• Find eProcurement Requisition (Detail Inquiry)

Edit / Cancel / Delete a Requisition & BearBuy Cart

• Cancel an ePro Requisition (Non-Catalog)
• Delete Items from a Cart
• Delete Cart

Procurement Roles

• Procurement Roles
• Procurement Process and Roles
• Procurement Roles Analysis

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Financial Journals

Journal Source Codes and Class Values

• Journal Source Codes
• Journal Class Values

Prepare Financial Journals

• Customize Financial Journal Copy Down Chartstring
• Prepare a Financial Journal to Transfer Costs – Incorrect COA
• Prepare an Intercampus Financial Journal

Copy a Financial Journal

• Copy a Financial Journal

Upload a Financial Journal from Excel

• Upload Journals to BFS Using a Spreadsheet Template
• Upload Excel to Create a Financial Journal
• View Journal Upload Log

Update Financial Journals

• Update a Previously Saved Journal
• Delete Lines in an Unposted Financial Journal
• Determine the Errors in a Financial Journal

Delete a Financial Journal

• Delete a Financial Journal

Approve or Deny Financial Journals

• Approve and Deny or Post a Journal

Print a Financial Journal

• Print a Financial Journal from the Line Page – Report Manager
• Print Journal from the Line Page – Process Monitor

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Pre-encumbrances

• Prepare a Pre-encumbrance Financial Journal
• Adjust Pre-encumbrance Financial Journal

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Temporary Budget

Journal Source Codes

• Journal Source Codes

Prepare Temporary Budget Journals

• Customize Budget Journal Line Copy Down Chartstring
• Prepare a Temporary Budget Journal
• Prepare a Special Condition Budget Journal

Upload Temporary Budget Journals

• Upload Excel to a BFS Temporary Budget Journal

Approve or Deny Temporary Budget Journals

• Approve or Deny and Post a Journal

Print Temporary Budget Journals

• Print a Temporary Budget Journal from the Line Page – Report Manager
• Print a Temporary Budget Journal from the Line Page – Process Monitor
• Print a Temporary Budget Journal from Report Tools on the Menu

Update Temporary Budget Journals

• Update an Unposted Temporary Budget Journal
• Delete Lines in an Unposted Temporary Budget Journal
• Find Errors in a Temporary Budget Journal

Copy Temporary Budget Journals

• Copy a Temporary Budget Journal

Delete Temporary Budget Journals

• Delete a Temporary Budget Journal

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Permanent Budget & PRT

Journal Source Codes

• Journal Source Codes

Request PRT Action

• Add a New Position
• Add FTE to a Position (FTE)
• Change the Job Code of an Unfilled Position (JCD)
• Change the Job Code of a Filled Position – Dept. Reclass (DRC)

Link/Unlink an Incumbent to a Position

• Link an Incumbent to a Position
• Unlink an Incumbent from a Position

Position Maintenance

• Change the Chartstring of a Filled Position
• Change the Chartstring of an Unfilled Position
• Reduce FTE of a Position
• Eliminate a Position

SPA Work

• Cross Fund ChartField Change – Unfilled – SPA

PRT Inquiry

• Inquire: Job Code
• Find Position Code
• Inquire: Employee Information from HCM
• Inquire: Incumbent by Position
• Inquire: Incumbent by Employee
• Inquire: Position Ledger Balance

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Chart of Accounts

Inquire on Master Org Tree

• Inquire on Master Org Tree

COA Inactivation Report Overview

• Run the COA Report

Customize the Distribution Chartstring

• Customize the Distribution Chartstring

Fund

• Look Up Attributes of a Fund
• How to Add, Inactivate or Change a Fund Number

Account

• Look Up Attributes of an Account
• How to Add, Inactivate or Change an Account Number

ChartField1

• Add ChartField1
• Make ChartField1 My Favorite
• Change ChartField1
• Inactivate/Reactivate ChartField1
• How to Add, Inactivate or Change ChartField1
• Add, Edit, or Delete a BearBuy Chartfield Authorizer

ChartField2

• Add ChartField2
• Make ChartField2 My Favorite
• Change ChartField2
• Inactivate/Reactivate ChartField2
• How to Add, Inactivate or Change ChartField2
• Add, Edit, or Delete a BearBuy Chartfield Authorizer

SpeedTypes

• Add, Edit, or Delete a SpeedType
• Look Up a SpeedType

Speedcharts

• Add a SpeedChart
• Look Up a SpeedChart
• Make SpeedChart My Favorite
• Look Up an Effective Date for a ChartField Value
• Update an Existing SpeedChart with a New Effective Date
• Update an Existing SpeedChart without an Effective Date Change
• Inactivate/Reactivate a SpeedChart

Dept ID

• How to Add, Inactivate or Change a Dept ID

Org Node

• How to Add, Inactivate or Change an Org Node

Profile Management

• Add, Edit, Delete, Merge, and Copy an Individual or Group Profile

Worklist

• Using the Worklist
• Customize the Worklist Page

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for BFSv8.8 (Inquiry Only)

Purchase Orders

• Review PO Activity Summary
• Find a PO by Preparer
• Review Comments on a Denied PO
• Find a Purchase Order (Detail Inquiry)
• Print an Unofficial PO (from Preparer's Page)
• Print a PO "Report" (from Review PO Information)

Requisitions

• Cross Reference a Requisition to a PO
• Review Comments on a Denied PO
• Find a Requisition (Inquiry)

Vendoring

• Vendor Search in Vendor Module

View Imaged Documents

• Exit the Imaging System – After Document Review
• Exit the Imaging System – No Records Found
• Review Invoice from Voucher Inquiry
• Use the Fit Width Function
• Use the Fit Window Function
• Use the Print Function
• Use the Rotate Left Function
• Use the Rotate Right Function
• Use the Save As Function
• Use the Zoom In Function
• Use the Zoom Out Function

Financial Journals

• Print a Financial Journal from the Print Report Function
• Search the Lines of a Financial Journal
• Find a Financial Journal (Inquiry)

Temporary Budget Journals

• Find a Temporary Budget Journal
• Print a Single Temporary Budget Journal

ChartField Maintenance

• Look Up a SpeedChart
• Look Up a SpeedType
• Look Up Attributes of a Management Project Code
• Look Up Attributes of a Fund
• Look Up Attributes of an Account
• Find an Account by Its Description

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