P2P Purchase - How to - Backup persons


Summary:

This article explains how to set up and use the backup person functionality in the Purchase module.

A backup person can perform the tasks of the original user based on whether the backup person is inheriting the rights of original user or not.

For Basware Purchase, you can configure a Backup person for purchase review and approval tasks and for purchase goods receipt tasks. 

When a backup person is configured, tasks are automatically redirected from the originally assigned user to the backup user during the defined time period. In case the backup user also has a backup user configured for those tasks, the last person in the chain will receive the tasks in question.

Instructions:

Setting a backup user in P2P Administrator

As an administrator, you can set backup persons for other users in your organization. Backup persons setting in P2P Administrator can be found from P2P Administrator > Users > select a user > Backup Persons.

Tasks: For purchase tasks select "Purchase review and approval" or "Purchase goods receipt".

User: Select the backup person for this user.

Start Date: Select the first day that the selected tasks should be forwarded to the backup person.

End Date: Select the last day that the selected tasks should be forwarded to the backup person.

Active: Check this box to activate the backup person, or uncheck it to deactivate.

 

Setting backup user in P2P user settings

Users can set their own backup persons from Basware P2P > User settings.

Task type: For purchase tasks select Purchase goods receipt or Purchase review and approval. If you want to forward all of your tasks to the same backup person, select All. 

User: Select the user that you want to be your backup person.

Period: Select the date range during which your tasks will be forwarded to the backup person.

Forward pending tasks: When selected, any tasks of the selected type that you have before the backup period begins are forwarded to the backup user when the backup period starts. During the backup period, both you and your backup user can see and complete your pending tasks. 

Note that you must have the appropriate rights to select the task types when setting up a backup person. For example, to set a backup person for purchase review and approval, you must have review and approval rights. The backup person may also need to have the applicable user rights, depending on the settings in Basware P2P Administration. These settings are explained below.

 

Backup task settings in Basware P2P Administration - Inheritance for user rights
With all backup tasks, a setting in Basware P2P Administration > Settings determines whether the user rights of the original task recipient or the user rights of the backup person are considered. This settings also applies to approval limit checks for POs and PRs.

Example scenario 1:

User A is assigned a PR approval task for $800. The task goes to User B, as the backup person for User A. 

Based on the backup task settings, User B can approve the PR even though their own approval limit is lower than the PR amount. User B can approve up to $10000, since he inherits the approval limit from User A. 

Note that inherited user rights and approval limits are only supported to one level. If User B also has a backup person (User C), then User C inherits User B's approval limit of $500. User C does not inherit User A's approval limit of $10000.

 

Example scenario 2:

User A is assigned a PR approval task for $800. The task goes to User B, as the backup person for User A. 

Based on the backup task settings, User B cannot approve the PR because their own approval limit is lower than the PR amount. User B can only approve up to $500. 

When backup person's user rights are used, a user in a higher organization level with fewer rights cannot be set as backup person. Users must have adequate rights to be a backup person, meaning the same or more rights than the users they are backing up.

 

Additional Information:

If an administrative user tries to add a user who cannot log in as a backup person for another user in P2P Administration, the system now asks for confirmation before completing that action.

Note that if the backup person has simplified or restricted Basware Purchase in use, they can only handle goods receipt tasks. Other tasks cannot be forwarded to these users. These users can act as backup persons for GR tasks and they can set a backup person only for their GR tasks.