Understanding Roles and Permissions for Company Users

Admin

• Permissions:
  • Full control over user management (view, create, edit, delete).
  • Full permissions for shopping lists, addresses, quotes, orders, and invoices.
  • Can view, request, convert quotes to orders, and manage purchasability.
• Recommendation: This role should be reserved for system administrators or top-level decision-makers responsible for managing all aspects of the system. Their access is comprehensive, making it critical to limit this role to trusted personnel to maintain security and oversight.

Purchase Manager

• Permissions:
  • Can fully manage shopping lists (view, create, edit, submit drafts, approve drafts).
  • Can view, request, and convert quotes to orders.
  • Full access to addresses and invoices.
  • Purchasability rights enabled.
• Recommendation: This role is ideal for senior team members or managers leading procurement. It provides the authority to manage purchases, suppliers, and financial obligations while maintaining a high level of control over procurement processes.

Senior Buyer

• Permissions:
  • Can view and approve shopping lists but cannot create or edit them.
  • Can view addresses, quotes, and orders.
  • Can view and pay invoices.
  • Purchasability rights enabled.
• Recommendation: Best suited for overseeing procurement without deep involvement in creation or management. This role works well for senior staff responsible for reviewing and approving purchases and financial operations.

Accounting Department

• Permissions:
  • Viewing and approving shopping lists.
  • Can view addresses and quotes but cannot create, edit, or request quotes.
  • Full access to viewing and paying invoices.
  • No purchasability rights.
• Recommendation: Perfect for finance or accounting staff focused on billing and financial approvals. This role is intentionally restricted to prevent involvement in procurement decisions or management tasks.

Junior Buyer

• Permissions:
  • Can view and submit shopping lists for approval.
  • Limited to viewing quotes and orders but cannot convert quotes or manage orders.
  • Cannot manage user accounts or edit data in most areas.
  • No purchasability rights.
• Recommendation: Suitable for entry-level or training positions. This role is limited to assisting senior roles by handling basic procurement tasks, making it ideal for support staff learning the processes.