BearBuy Roles and Responsibilities
| Role | Description |
|---|---|
| Shopper | Enters purchase requests into BearBuy via a Shopping Cart. The Cart becomes the Requisition. Staff, faculty, grad students, and undergraduate employees can all be Shoppers. |
| Requisition Creator | Can shop for a department. Receives assigned / submitted Carts from Shoppers.
Knows the department’s procurement processes. Can edit the Cart before submitting it into Requisition workflow. Enters the appropriate ChartField and other essential information. Confirms all Requisition information is accurate, complete and complies with policy and funding requirements |
| Cart Authorizer | A Shopper can route a Cart to multiple Shoppers for review. When a Shopping Cart is routed to another Shopper (e.g., a program manager) for authorization or review before creation of the requisition, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a cart, and this is a 'function' not an actual 'role'. |
| Additional Authorizer | Requisitions can be routed to Additional Authorizers (up to 2) on an ad hoc basis, based on department's needs. Additional Authorizers are often Principal Investigators. |
| ChartField 1 & 2 Authorizer | Requisitions can be routed to Authorizers assigned to ChartField 1 (used by Capital Projects, Facilities Services) & 2 (used mostly by Research units) BFS chart string attributes.
Unlike the Additional Authorizer, workflow will systematically route to ChartField 1 & 2 Authorizers if the unit assigns these authorizers in BFS. |
| Requisition Approver | Confirms all Requisition (order) information is accurate, complete and complies with the policy and funding requirements. Approves Requisitions. |
| Receiver | Acknowledges receipt of goods and services in BearBuy and attaches packing slips or other relevant documents. This record will be tied to the PO and invoice. |
| Voucher Approver | Approves vouchers to release payment to the vendor.
Approves the clearing of match exceptions, once errors have been resolved by Match Exception Preparer. |
| PO Change Order Preparer | Processes changes to Purchase Orders. |
| Match Exception Preparer | Researches and processes the clearing of exceptions when the Invoice and Purchase Order do not match. When appropriate, works with the vendor to correct erroneous invoices.
Works with individuals in their unit to document the root cause and resolution of an exception, including adding any relevant comments and attaching documentation to confirm the goods or services were needed. Users with this role are included in the Voucher approval process when an invoice exceeds the matching tolerances set in BearBuy. |
| Match Exception Approver | Approves the clearing of match exceptions when it is okay to pay the invoice. |
Roles and Key Capabilities
This table provides a summary of the roles and corresponding capabilities of each role. This is not a comprehensive list of permissions, but suffices to explain what each role can generally accomplish.
Y = Permitted
N = Not permitted
| Role | Create/ Edit Cart |
Assign/ Submit |
Approve/ Reject/ Return Req |
Edit Req |
Change Dist. Method |
Change Order |
Resolve Match Exception |
Approve/ Reject/ Comment Voucher |
|---|---|---|---|---|---|---|---|---|
| Shopper | Y | Y | N | N | N | N | N | N |
| Cart Authorizer | Y | Y | N | N | N | N | N | N |
| Req Creator | Y | Y | Y | Y | N | N | N | N |
| Req Approver | Y | Y | Y | N | N | N | N | N |
| Buyer | Y | Y | Y | Y | Y | Y | N | N |
| Change Order Preparer | Y | Y | Y | Y | Y | Y | N | N |
| Match Exception Preparer | Y | Y | N | N | N | N | Y | Y |
| Voucher Approver | N | N | N | N | N | N | N | Y |