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
• Buyer
• Receiver
• Inspector
• 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.

ROLES	ACTIONS
	Shop and Assign Carts1	Create Req2	Approve Req2	Create PO	Create Change Order	Receive3	Inspect3	Create Voucher	Approve Voucher
Shopper1	Yes	Possible	No	No	No	Possible	Possible	No	No
Requisition Creator	Possible	Yes	No	No	No	Possible	Possible	No	Possible
Requisition Approver	Possible	No	Yes	No	No	Possible	Possible	No	Possible
Buyer	No	No	No	Yes	Yes	No	No	No	No
Receiver	Possible	Possible	Possible	No	No	Yes	Possible	No	No
Inspector	Possible	Possible	Possible	No	No	Possible	Yes	No	No
Voucher Creator	No	No	No	No	No	No	No	Yes	No
Voucher Approver	Possible	Possible	Possible	No	No	Possible	Possible	No	Yes

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Legend

Footnotes

• 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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