One screen for everybody
Procurement is a group inside Accounting, so the people who work in it are given access on Accounting's own screen: Workspace › Users and Access. Choose Procurement in the list above the people to see only those who work in it. The old People and access address takes you there, with Procurement already chosen.
The person who knows which of your staff should raise supplier LPOs is whoever runs procurement, not the accounts office. A Procurement Administrator sees the same screen and decides it without being made an Administrator, which would also hand them the payroll, the bank and the books: what they see and change there is Procurement alone.
Giving somebody access
- Open Workspace › Users and Access.
- The Owner or an Administrator presses Give access, as for any role. A Procurement Administrator presses Give access to Procurement.
- Under Find the employee, search by name, email or employee number. They need an employee record with an email address — add that under Employees first if it is missing.
- Choose Their role. Only the roles you can give are listed.
- Press Give access. If they already sign in to the company, Procurement is added to that sign-in. If not, pass on what the screen shows yourself — nothing is emailed.
The roles you can give
| Role | What it is for |
|---|---|
| Procurement Administrator | Runs Procurement and decides who else may. Everything in Procurement except choosing the accounts and VAT codes. Cannot reach the books or company settings. |
| Procurement Manager | The whole order flow, costs included. Cannot add people or choose the accounts. |
| Order Desk | Enquiries, quotations, customer LPOs, delivery orders and signatures, invoices prepared from them, and cheques at the door. Sees stock and selling prices; never costs or margins, and does not buy. |
| Buyer | Raises and sends supplier LPOs, records goods received and drafts supplier bills. Sees costs, because agreeing a supplier's price is the job. |
| Storekeeper | Receives, counts, adjusts and sends out stock, and takes signatures. Sees selling prices; no supplier prices and no costs. |
| Delivery | Sees delivery orders, takes the customer's signature, and records cheques handed over. Nothing else. |
The company's own roles see Procurement too. The Accountant reads all of it, costs included, prepares invoices and bills from it, and chooses the accounts it uses. The Approver approves supplier LPOs above the limit, with costs in view. Standard and Read only see orders, supplier LPOs, stock and delivery orders; the Auditor also sees costs and the reports.
Changing what somebody may do
Press a person's row to change their role in Procurement or, under Effective access, individual permissions, with Why (optional), and Save access. A Procurement Administrator sees and changes Procurement alone; taking Procurement off somebody leaves their sign-in and their accounting access as they were.
Every change is recorded with who made it, the department they were acting in and the date.