20110719 bearbuy checklist

8/6/2019 20110719 BearBuy Checklist

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BearBuy Go Live Preparation Checklist

New role

Create carts of items and

assign the carts to anindividual to fill out or

correct any remaining

information

Shopper

Notes:

Access to Shopper role within BearBuy is available for any user that

has a MyAccess ID unless they have another BearBuy role

Individuals assigned other roles also have shopping permissions

Optional: Knowledgeable shopper can fills out requisition details

(dept code, ChartFields, ship to, etc.) by clicking proceed to checkout

Actions:

Shopper

Ensure all future BearBuy users have MyAccess IDs

Note: each Shopper will need to know their Requestor for cart

assignment

New self-approval

levels

Review carts assigned to

them, fill out / correct

remaining information

and submit into workflow

Requester

Notes:

Current P2P Requester will be assigned a BearBuy Requester

Primary role is to finalize shopping carts from Shoppers. However

they have all the permissions of a Shopper and therefore have the

ability to create their own carts.

Requisitions less than $500 will not route for approval, therefore

Must have a solid understanding of accounting / funding sources

Must be trustworthy up to $500 / transaction

Optional: Can be assigned self-approving authority up to $5,000This role is not an approver role and therefore does not approve

other persons requisitions

Actions:

Requester

Review User Role Mapping document to ensure appropriate

Requester roles are identified. Modify as necessary

Work with your Control Point / Department Manager to identify

if any user(s) will be assigned the Self Approving Requester role

($5,000 self approval limit)


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Same role, new

workflow

Review requisitions to

ensure they are

allowable, allocable, and

reasonable; approve,

return, or partially reject

RequisitionApprover

Notes:

Current P2P Approver will be assigned a BearBuy Requisition

Approver

Requisitions above $500 (or $5,000 for self approving requesters)

require approval which is driven by the Procurement Dept Code

selected

May manually be inserted by Requesters as Pre-Approvers or Ad-Hoc

Approvers

Cannot approve their own orders nor edit the requisitions

Requisitions greater than $5,000 that contain at least one Non-

Catalog item requires Central Procurement Buyer approval

Actions:

Requisition Approver


Approver roles are identified. Modify as needed

New role

assignment

Approve vouchers

$5,000 are OK to pay;

goods have been received

or services rendered

Voucher Approver

Notes:

Current P2P Receiver will be assigned a BearBuy Voucher Approver

Suggest assigning to the current P2P Receivers

Matched vouchers (with matching tolerance*) above $5,000 require

voucher approval

Matching tolerance is less than 10% from the PO or $500

whichever is lower

Voucher Approvers ensure that goods / services have been received

and have the authority to approve the Voucher

Cannot edit a voucher

Actions:

Voucher Approver

If your Department does not believe the current P2P Receiver

should be granted the Voucher Approver role, designate the

appropriate individuals in the Roles Mapping spreadsheet


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New role name

Reviews and addresses

quantity and price

discrepancies with end

users and vendors

Match Exception

Handler

Notes:

Un-matched vouchers (outside the matching tolerance) generate a

match exception

Contact end users to confirm if the price or quantity discrepancy is

OK; may require contacting vendor if rebills are required

Change Orders are no longer required to resolve match exceptions

based on the match exception approval process

Cannot edit a voucher

Defaults from P2P BuyerActions:

Match Exception Handler


Match Exception Handler(s) roles are identified. Modify as

needed

20110719 bearbuy checklist

Documents