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Setting up User Permissions for Documents

You can customize permission settings for users regarding the posting and approval of documents for the Purchase, Sales, and Service business areas. You can, e.g., grant a user the permission to post invoices and deliveries from the Purchase area or restrict their ability to post documents. You can also specify approval limits per user that require an approval before a document can be released. The contents of this chapter are divided into the following sections:

Setting up User Permissions for Purchase Documents

This section describes how to set up permissions for a user regarding the area Purchase. Proceed as follows to set up permissions regarding the Purchase area for a specific user account:

  • Use the quick search (ALT+Q) to find the User Setup page.
  • From the list, select the user account that should have permissions for this area.
  • Click Card in the menu bar.
  • The User Setup Card is displayed.
  • Navigate to the Purchase FastTab.
  • In the Permission Purchase field, select the user permissions for Purchase documents from the dropdown list. You can choose between the following options:
Option Description
Empty If you select this option, the permission to post or deliver documents will be withdrawn. An error message will be displayed for this user if they try to post a document for this area.
Ship If you select this option, the permission to deliver documents will be granted to this user. However, the account won’t have the permission to invoice documents.
Invoice If you select this option, the permission to invoice documents will be granted to this user. However, the account won’t have the permission to deliver documents.
Receive and Invoice If you select this option, the permission to post and ship documents will be granted to this user. The user account won’t be restricted in any way when it comes to posting/invoicing documents.

Once you select an option, the changes will be saved. You have successfully set up user permissions for the Purchase area.

Setting up User Permissions for Sales Documents

This section describes how to set up permissions for a user regarding the Sales area. Proceed as follows to set up permissions regarding the Purchase area for a specific user account:

  • Use the quick search (ALT+Q) to find the User Setup page.
  • From the list, select the user account that should have permissions for this area.
  • Click Card in the menu bar.
  • The User Setup Card is displayed.
  • Navigate to the Sales FastTab.
  • In the Permission Sales field, select the permissions for Sales documents from the dropdown list. You can choose between the following options:
Option Description
Empty If you select this option, the permission to post or deliver documents will be withdrawn. An error message will be displayed for this user if they try to post a document for this area.
Ship If you select this option, the permission to deliver documents will be granted to this user. However, the account won’t have the permission to invoice documents.
Invoice If you select this option, the permission to invoice documents will be granted to this user. However, the account won’t have the permission to deliver documents.
Receive and Invoice If you select this option, the permission to post and ship documents will be granted to this user. The user account won’t be restricted in any way when it comes to posting/invoicing documents.

Once you select an option, the changes will be saved. You have successfully set up user permissions for the Sales area.

Setting up User Permissions for Service Documents

This section describes how to set up permissions for a user regarding the Service area. Proceed as follows to set up permissions regarding the Service area for a specific user account:

  • Use the quick search (ALT+Q) to find the User Setup page.
  • From the list, select the user account that should have permissions for this area.
  • Click Card in the menu bar.
  • The User Setup Card is displayed.
  • Navigate to the Machine/Service FastTab.
  • In the Permission Service field, select the permissions for Service documents from the dropdown list. You can choose between the following options:
Option Description
Empty If you select this option, the permission to post documents will be withdrawn. An error message will appear for this user if they try to post a document for this area.
Ship (all) If you select this option, the permission to ship all lines in a service document will be granted to this user. This user account won’t have the permission to invoice documents.
Ship (Items) If you select this option, the permission to ship the lines that contain items will be granted to this user. This user account won’t have the permission to invoice documents or ship lines that contain resources.
Receive and Invoice If you select this option, the permission to post and ship documents will be granted to this user. The user account won’t be restricted in any way when it comes to posting/invoicing documents.

Once you select an option, the changes will be saved. You have successfully set up user permissions for the Service area.

Setting up User Permissions for Approvals

This section describes how to set up approval permissions for a user account. For this purpose, you specify approval limits, approvers, and substitutes for the relevant user account. This setup is required, e.g., to be able to use approval workflows. More information on workflows can be found here. Proceed as follows to set up user permissions for approvals:

Important

In order to use approval workflows, users must also be assigned to a workflow user group. More information on the setup can be found here.
Please note that you should not assign a user both the requester and approver roles within the same workflow user group, as the requests of that user will otherwise be automatically approved.

  • Use the quick search (ALT+Q) to find the Approval user Setup page.
  • Navigate to the line of the desired user or click on New in the menu bar to create a new line.
  • Fill in the columns according to information in the following table:
Column Description
User ID This column displays the ID of the user.
Salespers./Purch. Code Select the corresponding salesperson/purchaser code of the user.
Approver ID Select the user ID which must approve records that are made by the user in the User ID field before the record can be released.
Sales Amount Approval Limit Enter the maximum amount that this user is allowed to approve for sales records.
Unlimited Sales Approval Activate this checkbox if the user should be allowed to approve sales records with no maximum amount. If you activate this checkbox, you cannot enter an amount in the Sales Amount Approval Limit field.
Purchase Amount Approval Limit Enter the maximum amount that this user is allowed to approve for purchase records.
Unlimited Purchase Approval Activate this checkbox if the user should be allowed to approve purchase records with no maximum amount. If you activate this checkbox, you cannot enter an amount in the Purchase Amount Approval Limit field.
Request Amount Approval Limit Enter the maximum amount that this user is allowed to approve for purchase requests.
Unlimited Request Approval Activate this checkbox if the user should be allowed to approve purchase requests with no maximum amount. If you activate this checkbox, you cannot enter an amount in the Request Amount Approval Limit field.
Substitute Enter the User ID of the user who should act as a substitute for the original approver.
Email Enter the email address of the user.
Phone No. Enter the phone number of the user.
Approval Administrator Activate this checkbox if the user should be authorized to unblock approval workflows, e.g., by delegating approval requests to new substitute approvers and deleting overdue approval requests. However, only one user can be set up as Approval Administrator.
  • Optional Click Approval User Setup Test in the menu bar to test the setup.
  • Repeat the previous steps for each user for whom you want to set up approval permissions.

You have successfully set up the user permissions for approvals.