The permissions are administratively defined for groups (departments, teams) in the application. It is possible that you can only complete certain tasks, e.g. only change certain data on an invoice.
Let's assume you are a member of the Accounting group. Your administrator has granted the Accounting group permission to change address data, account data, payment terms and order numbers (header data), among other things. The Incoming invoice group does not have these permissions. You can only change this data as a member of the Accounting group.
The permissions are granted administratively at group level. In addition to the permissions to enter header data, for example, an administrator grants the permissions to verify, approve, reject, complete or cancel a workflow individually for each group.
A special case regarding permissions applies to rule-based workflows that are based on cost center approval policies. In the rules of the approval policies, certain invoice amounts are defined per group (e.g. processing, team management, management) for each workflow step. The rules of the cost center approval policies then ensure that, for example, certain groups should only approve invoice amounts above a certain amount.
Example of a rule-based workflow:
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the Processing group should release invoices from 0.01 euros.
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The Team management group should approve invoices of 500.00 euros or more.
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The group Management should pay invoices from 1000.00 Euro.
Let's assume you are a member of the Processing group and receive an invoice. The approval policy stipulates that invoices from 0.01 euros should be approved. You check the invoice and then approve it. Based on the approval policy, the Team management group is automatically selected for the next verification step, as this group should approve invoices from 500 euros.
Things to know
The policies also offer the option of skipping steps within the framework of the policies by approving invoices by groups with permissions from a higher amount. Examples:
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Group Processing is not available: In this case, the accounting department can send the invoice directly to the Team management group for approval.
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Group Management takes over the approval directly: If the approval of an invoice is required at short notice, the group with the highest amount can also approve an invoice with a lower amount.
If you have any questions about permissions, please contact your administration.