All User Roles are divided into identifiable categories. Each category allows for the control, monitoring, and/or changes within a particular document or functionality. There are seven of them:
2. Suppliers and Items Management Role
Let’s have a look at each of them.
1. Configuration Role
Users who have Configuration Roles can set up basic settings and create approval workflows.
They can set up:
- Company locations where Purchase Orders should be delivered to
- Precoro users as well as set up their accounts and roles
- View and refill the company balance
- Items and Documents Custom Fields
- Company various legal entities as needed
- The Inventory management module if it is required by your company’s process
- Approval workflow for the needed documents.
2. Suppliers and Items Management Role
Supplier management allows users to do the following:
- Add vendors to the Precoro account and entering their information into the system
- Create and update prices in the items catalog
- Manage categories and item units
- Create Item Groups and Item Bundles (if it is needed for the company purchase process)
- Save and store any contracts with suppliers
- Track the contractual period and terms.
3. Creator Role
Users with Creator Roles are permitted to create and edit the following documents:
- Purchase Requisitions
- Purchase Orders
- Invoices
- Receipts
- Expenses
- Warehouse Requests
- Requests for Proposals.
Creators are the first users to generate the document needed for processing approval.
For example, in Precoro, the Creators of Purchase Orders are purchase managers, the Creators of Invoices are accountants, and the Warehouse Managers create Warehouse Requests.
4. Approver Role
Essentially, the Approver Role enables a user to view all the documents created in the same module by any other users.
Approval workflow in Precoro is set up according to location/department access for each user. Thus, users with access to one specific location/department will be able to see the documents created only by creators of the same role.
Users with approval workflow receive emails informing them that they have documents to approve.
This allows the controlling of purchases and expenses within a specific location.
5. Payment Role
In Precoro, the Payment Role can be granted to any user, and it allows creating payment documents to track whether a respective Invoice/Expense was paid or not. Also, users with this role can see all invoices and expenses in the Pending and Draft Statuses available to them according to their DCFs and Locations access.
Accountants and financial managers usually have Payment Roles in Precoro. Often, the same users have approval functionality roles for Invoices/Expenses as well.
6. Budget Role
Users with Budget Roles can create Budgets and track the company’s spending against the defined Budget. It helps to view over-expenditure and understand how much funds can still be used for the specific department/location/expense.
7. Report Role
Users with Report Roles can see the Order analysis of all Purchase Orders, Purchase Requisitions, and Invoices. Such overview is helpful for company audits and for analysing procurement metrics.
