Shopper

Create carts of items and assign the carts to a Requester to fill out or correct any remaining information

• Everyone with a MyAccess ID has Shopper access, including users who have another BearBuy role
• Optional: Fills out requisition details (dept code, chartfields, ship to) by clicking “proceed to checkout”
• You must ensure your Shoppers know what Requester to assign their carts to and any unit conventions for notes or cart naming

Requester

Review carts assigned to Shopper, fill out / correct any remaining information and place order (submit into workflow)

• Primary role is to finalize shopping carts from “Shoppers”
• Have all the permissions of a Shopper, including creating carts
• Requisitions less than $500 will not route for approval, therefore:
  • Requesters must have a solid understanding of accounting / funding sources
  • Requesters have authority to self-approve their own transactions up to $500
• Optional: Can add a pre-approver and up to two ad-hoc approvers for a specific cart
• Optional: Can be assigned self-approving authority up to $5,000
  • Self-Approving Requester is different from an Approver role and therefore does not approve other Shoppers' requisitions

Requisition Approver

Review requisitions to ensure they are allowable, allocable, and reasonable and then approve, return, or partially reject

• Requisitions above $500 (or $5,000 for self-approving requesters) require approval which is driven by the Procurement Dept Code selected
  • Requisition Approvers may manually be inserted by Requesters as Pre-Approvers or Ad-Hoc Approvers for individual orders
• Cannot approve their own orders nor edit the requisitions
• Requisitions greater than $5,000 that contain at least one Non-Catalog item require Buyer approval
• Departments should determine how to manage shared workflow folders and if users should setup email approval capabilities

Voucher Approver

Approve that Vouchers ≥ $5,000 are ok to pay based on goods received or services rendered

• Matched vouchers (within tolerance) above $5,000 require voucher approval
  • Tolerance is 10% or $500 per transaction, whichever value is less
• Voucher Approvers ensure that goods/services have been provided prior to a voucher exporting to PeopleSoft
• Cannot edit a Voucher
• Department must establish how end users (if different from Voucher Approvers) communicate that goods/services have been received

Match Exception Handler

Reviews and addresses quantity and price discrepancies with end users and vendors

• Un-matched Vouchers (outside the matching tolerance) generate a Match Exception
  • Tolerance is 10% or $500 per transaction, whichever value is less
• Department specific processes dictate any off-line activities
• May need to contact end users to confirm if the price or quantity discrepancy is OK, or may contact vendor if rebills are required
• Gets an invoice paid by assigning the Voucher to themselves and clicking “Resolve Match Exceptions”
• Cannot edit a voucher