In ProcurementExpress.com we have 5 different user roles. Namely; RFQ Officer, Team Members, Approvers, Finance Users and Company Admins. Each user role has their own level of access in the system.
Note: One user might have multiple user roles at once.
Supplier Admin
This is a user role unique to the supplier approval feature. It is available for customer's who have the supplier approval feature active. It allows the user to edit suppliers that have been created. No other user will be able to edit suppliers if you have the Supplier Approval feature.
Supplier Approver
This is a user role unique to the Supplier Approval feature. It is available for customer's who have the Supplier Approval feature active. When a supplier is created by another colleague, this user will receive an approval request email and a request in the application to review the details of the supplier, make any edits being approving the creation of the supplier, or reject the creation of the supplier for any reason.
RFQ Officer
This user role is introduced with the RFQ add-on and will have to be set by the Company Admin user.
The RFQ Officer role allows for the creation and management of RFQ cases.
Once the role has been assigned to a user by the Company Admin the user's account, the Team Member role is automatically added and they are assigned to all departments in the account. However, these setting can still be adjusted by the Company Admin user.
Team members
This role gives the user permission to:
- Create purchase requests. A user needs to have the team member user role in order to create purchase requests. They can also create, and approve invoices, but you can restrict their ability to do create invoices as well.
- They can run basic reports on data that is related to their activities on the reports page under their Initials in the top right -> Reports. They can also extract the data from the purchase order or invoice list by going to the list, and using Actions -> Extract Current List.
- Access the purchase order and invoice lists, where they can view either only their own purchase orders or invoices, or purchase orders of others who are in the same department depending on the settings of the account.
- By default they can create suppliers, but you can restrict their ability to do so if you desire. You can also restrict their ability to see the list of suppliers on the account.
- They can edit their own approved purchase order by default, but you can choose to disable the ability for them to edit their own approved purchase order. They can not edit their own pending purchase request.
- They can create a draft purchase request, which they can edit freely before sending it for approval.
- Team members can have their own approval limit that allows them to “Self Approve” Purchase orders if the setting on the budget(s) have been activated if you so choose.
Approvers
Approvers have the power to Approve and Reject Purchase Requests. Within the auto-approval route, approvers are directly associated with different budgets.
- Approvers have access to the budgets dashboard where they can filter the budgets that they have access to, and see the budget amount and remaining amounts of the budget. They can not make changes to those budgets.
- They can generate a limited amount of reports from the Reports Page.
- They have access to see the supplier list, purchase order list, and invoice list.
- By default they can create suppliers, but you can restrict their ability to create suppliers.
- Approvers are able to edit a PO while it is still in the pending state and pending their approval.
Finance Users
The finance users have access that allows them to do the following:
- They can see the main dashboard, which has an overview of all the spend for a given time period, and they can see all purchase orders and invoices.
- They can see all the budgets and suppliers, and edit budget and supplier information. If you have the supplier approval feature active, then only the Supplier Admin user role can edit supplier information.
- They can edit purchase orders at any point in their timeline. Please note that there is a setting under Company Settings -> Purchase Orders called "Require Re-approval After Purchase Order Edit" and a sub option to only require re-approval if the request amount increased after the edit.
- They are the only user role which can mark a purchase order or invoice as paid.
- They can use the approval override function to fully approve a PO.
- They can generate any report from the reports page.
In the side menu-bar, Finance users have access to only the Purchase order listing page, Budgets page, and the suppliers page. The Finance users can view all POs being created in the account
Company Admin users
Company Admin users are the "Super Users" in the account. Each account requires at least one Company Admin user.
- These users can manage employee accounts as well as budget and supplier information.
- They are the only users with access to company settings, departments, and employee accounts.
- They have the control over the company setup and all the company account settings.
- The company admin has access to all purchase orders, but they can not edit purchase orders unless they also have the finance user role.
Still have a few questions? Use the Live Chat icon in the bottom right corner or alternatively send an email to support@procurementexpress.com to get in touch with one of our Support Representatives. Have a feature suggestion? We'd love to hear from you! Add your feature suggestion on feedback.procurementexpress.com.