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iBuy (online purchasing)

iBuy Roles

Each user in iBuy has specific roles that define what the user is able to do in the system.

SHOPPER - Can do everything necessary to create a requisition and submit it for approval EXCEPT adding C-FOAPAL information. When a Shopper submits a requisition, it moves into the Department Account Coder (DAC) queue for their assigned Chart/Org so the C-FOAPAL information can be entered. Generally this role is not combined with any other role.

REQUESTOR - Can do everything necessary to create a requisition and submit it for approval INCLUDING adding the C-FOAPAL information. When a Requestor submits a requisition, it moves into the Approval queue linked to the Chart/Org entered within the C-FOAPAL information. This role can be combined with the DAC or Approver roles. However, it is University best practice for the same user to not create and approve the same requisition.

DEPARTMENT ACCOUNT CODER (DAC) - Can add C-FOAPAL information to complete a requisition initiated by a Shopper. Once the appropriate C-FOAPAL information has been entered and the requisition submitted, it then moves into the Approval queue linked to the Chart/Org entered within the C-FOAPAL information. There may be more than one DAC within a queue for a particular Chart/Org. This role can be combined with the Requestor or Approver roles. Advised to have at least two people assigned to the role of DAC in each department.

APPROVER - Can approve, reject, edit, return or forward a requisition within their approval queue. The Approval queues are set up by dollar ranges with a particular Chart/Org. There may be more than one Approver within a queue for a particular dollar range and Chart/Org. This role can be combined with the Requestor or DAC roles. Advised to have at least two people assigned to the role of Approver in each department. However, it is University best practice for the same user to not create and approve the same requisition.

EXECUTIVE APPROVER - Can only approve, reject, forward, or return requisitions (but not edit them) within their approval queue.

QUERY ONLY - Can only review requisitions, purchase orders, and invoices for validation of account or report reconciliation. Unable to perform any other actions on a requisition. This role cannot be combined with that of a Requestor.

INVOICE ACKNOWLEDGER - Can approve, return, or forward invoices within their approval queue. This role will only acknowledge invoices with line items over $5,000 on vendors set up with e-invoicing. For a list of these vendors please see types of vendors https://www.obfs.uillinois.edu/iBuy/overview/vendors/. This role can be combined with the Requestor or Approver roles. Advised to have at least two people assigned to the role of Invoice Acknowledger in each department.

UIC ONLY - HOSPITAL REQUESTOR - Some iBuy users at the University of Illinois Hospital & Health Sciences System have the Hospital Requestor role. The Hospital Requestor role is similar to the Requestor role but includes Materials Management review as an additional step in certain workflows. Hospital Requestors use the Route to Materials Management form instead of the Route to Purchasing Form. Also, Hospital Requestors have access to a subset of hosted and punchout catalogs.


The requisition workflow based on the role of SHOPPER.

Shopper
creates Requisition
Submit DAC enters
C-FOAPAL
Submit Approver Reviews

The requisition workflow based on the role of REQUESTOR.

Requestor
creates Requisition
Submit Approver Reviews

Results of the requisition based on actions taken within the workflow:

  • If the requisition is approved, PO is created and sent to the vendor.
  • If the requisition is returned, the order will return to the Draft Cart of the individual who created the requisition. The issue that caused the return can be corrected and the order resubmitted.
  • If the requisition is rejected, a PO is not created and order is no longer valid.

For more detail on iBuy workflow please see the iBuy Approval Process Overview page.

Last Updated: February 2, 2017

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