Buy-to-Pay Roles and Responsibilities Matrix
as Applicable to a Single Transaction
This matrix describes the roles and responsibilities associated with the BFS Buy-to-Pay cycle. It also shows which roles and responsibilities may be exercised, and may not be exercised, by one BFS user for a single transaction.
The roles are:
- Shopper (available only to eProcurement users)
- Requisition Creator
- Requisition Approver
- Voucher Creator
- Voucher Approver
Each role has direct responsibilities – actions that its members are responsible for. These responsibilities/actions are noted in green and by "Yes". For example, a Requisition Creator has a responsibility to create requisitions.
Roles also have actions that they may have the capability to do in addition to the direct responsibility. In order to exercise these additional actions, the user must be assigned additional BFS roles. These responsibilities/actions are noted in yellow and by "Possible". For example, a Requisition Creator could also receive goods and services if assigned the Receiver role.
Finally, there are actions that role members should not perform for any single transaction in compliance with proper separation of duties. These responsibilities are noted in grey and by "No". For example, a Requisition Creator should not both create and approve a requisition.
|Shop and Assign Carts1||Create Req2||Approve Req2||Create PO||Create Change Order||Receive3||Inspect3||Create Voucher||Approve Voucher|
|Yes||User has the capability to perform this action.|
|Possible||User may have the capability to perform this action if provided a secondary role.|
|No||User should not perform action.|
- 1Applicable to eProcurement users only
- 2A user may have a role to create a requisition or approve a requisition, but not both create and approve requisitions
- 3 A user may have roles to both receive and inspect, however it is preferable for these roles to be performed by different users for any one transaction
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