Summary:

This article explains the meaning and usage of the Purchase module's user roles. The roles are divided in two: Personal (usually used by end users) and Professional (usually used by main users).

Instructions:

Below you can find the explanations of the user roles.

Personal Mode user roles

These user rule rights are targeted for the Personal mode. These user rights are used in the Tasks, Shop, and Documents tabs.

• Close purchase order lines from goods receipt task
  
  • Allows the user to close order lines from a goods receipt task. The selected items will no longer be available for goods receiving. The related purchase order lines will be closed.
    
• Use Basware Purchase
  
  • Allows the user to create purchase requisitions in all organizations they have access to. When users have this user right, they can access:
    
    • Items to add to their purchase requisition, depending on which of these other user rights they have:
      
      • Use Basware Marketplace
      • Use free-text forms
      • Use external webshops
    • Their task list for purchase requisitions and goods receipts tasks assigned to them.
    • Document search for purchase requisitions and goods receipts.
  • Note that the user can only have one of these three conflicting rights: Use Basware Purchase, Use simplified Basware Purchase, or Use restricted Basware Purchase.
    
    
• Review purchase requisitions
  
  • Allows the user to review the purchase requisitions sent to them in workflow. Options for the user are "Commit" or "Not commit". In either way, the requisition is sent to the process and the approver can see if the requisition is committed or not. Then it is the approver's responsibility to either approve, return, or cancel the requisition.
    
    
• Use external webshops
  
  • Allows the user to use external webshops (Punchouts) in Basware Shop.
    
    
• Use free-text forms
  
  • Allows the user to use free-text forms in Basware Shop.
    
    
• Use Basware Marketplace
  
  • Allows the user to access Marketplace in Basware Shop. Read more about creating a purchase requisition from Marketplace from Procurement- Create Marketplace Requisitions. In order to use Integrated Shopping Experience (ISE) with Basware Purchase, the end user user group must have this user right assigned to their user role.
    
    
• Use restricted Basware Purchase
  
  • Allows the user to easily request items from any source, get approval, and receive the items. However, they cannot edit requisitions, search for documents, collaborate on documents, be selected as an approver, or perform any more complex purchase functionality. These restrictions prevent the user from being confused or overwhelmed by unnecessary information when trying to place simple orders. Additionally, users with access to the restricted Basware Purchase cannot see price information at any stage in the purchase process. This level of access can be ideal for temporary workers or external contractors that need to access Basware Purchase. They cannot see the button Edit requisition. Also, the difference between simplified and restricted is that restricted user rights will not show prices. This can be configured this way (not including the external webshops).
    
    
  • Note that the user can only have one of these three conflicting rights: Use Basware Purchase, Use simplified Basware Purchase, or Use restricted Basware Purchase.
    
    
• Receive goods for other users
  
  • Allows the user to receive goods on behalf of other users. Note that the user right Create purchase requisition for other users does not include receiving goods for other users. If the user wants to also receive on behalf of other users, this user right should be set for the user.
  • This allows the user to view all the organization's unreceived and partly received orders
    
    
• View all purchase requisitions in the organization
  
  • Allows the user to view all purchase requisitions (in which the user is the owner or has been involved in the workflow) in the user's organization. This means that the user right only grants access to view the user's own purchase requisitions and the ones that where the user has been participating in the workflow.
  • If the user selects Documents > Purchase requisitions > search for All requisitions, the user sees
    
    • Requisitions that the user has been selected as the owner
    • All requisitions in which the user has made some action. For example, if the user has approved, these are considered as actions on the requisition.
    • All requisitions which the user has received via the discussion functionality.
  • If the user selects Documents > Purchase requisitions > search for Your requisitions, the user sees:
    
    • Requisitions where the user is the owner. Note that if a requisition is created to someone else so that the user is the creator of the requisition, but someone else is the owner, this user can view the requisition only with the All requisitions search.
      
      
• Manage my own purchase orders
  
  • Allows the user to view/edit purchase orders that are associated with purchase requisitions created by the user themselves. The limit defines how much the user can increase the purchase order sum when editing the order.
  • The user can manage their own purchase orders. User can search their purchase orders from documents section, user can edit purchase order (if sending format email or if e-order, the order response needed). The limit in this role means that user can increase the purchase order’s total amount and send the updated order to the supplier without approval. The limit describes the order total sum, not the changed sum. if the limit is 0.00€ and the user edits the order so that the order’s total sum has increased, an approval is needed. On invoice side, with this user right, the user can also drill to the purchase order document from the invoice.
    
    
• Self-approve purchase requisitions
  
  
  • Allows the user to approve their own purchase requisitions up to the defined limit. For a user with the self-approve user right, there is an Approve and send to process action available in the purchase requisition's draft view. With this action, the approval workflow is skipped and a purchase order is created. 
    
    
• Over-receiving allowed
  
  • Allows the user to receive more goods than originally ordered up to the defined limit. Note that the limit is defined as a percent (range of 0-100). Over-receiving is used in the order’s goods receipt level.
    
    
• Create purchase requisition for other users
  
  • Allows the user to create purchase requisitions on behalf of other users. See further information about this functionality from AP Automation and Purchase - How to - On Behalf. Note that this user right does not allow receiving goods for other users. The owner automatically becomes the goods receiver to contact.
    
    
    
• Manage purchase orders
  
  • Allows the user to view/edit purchase orders that are associated with purchase requisitions created by other users. The limit defines how much the users can increase the purchase order sum when editing the order.
  • The user can search their purchase orders from the documents section, user can edit the purchase order (if sending format email or if e-order, the order response needed). The limit in this role means that the user can increase the purchase order’s total amount and send the updated order to supplier without approval. The limit describes the order total sum, not the changed sum. if the limit is 0.00€ and the user edits the order so that the order’s total sum has increased, an approval is needed. On the invoice side, with this user right, the user can also drill to the purchase order document from the invoice.
    
    
• Open purchase orders or purchase order lines
  
  • Allows the user to open purchase orders or order lines and restore their previous status. With this user right, it is possible to re-open a purchase order line that has been closed and matched to an invoice. Note that the user must own the closed order or order line to reopen it.
    
    
• Reverse goods receipts
  
  • Allows the user to reverse goods receipts for already received goods.
    
    
• Use simplified Basware Purchase
  
  • Allows the user to access the basic Basware Purchase so that the use cases are limited to a bare minimum and the user can see prices. A simplified purchase experience, where everything non-essential is not accessible.
  • Only a limited set of other user rights are allowed for users having this user right.
    
    • Users must not have any user rights in Analytics, Invoice admin, Order matching, Spend plans, or any admin user rights.
    • Along with this user right, users can only have the following additional user rights: Use free-text forms, Use Basware Marketplace, Use external webshops, and Over-receiving allowed. No other user rights should be given, otherwise there might be unexpected behavior.
    • Users with this user right should have at least one of these user rights in order to create requisitions: Use free-text forms, Use Basware Marketplace, or Use external webshops. 
  • Note that the user can only have one of these three conflicting rights: Use Basware Purchase, Use simplified Basware Purchase, or Use restricted Basware Purchase.
    
    
• View my own purchase orders
  
  • Provides view-only access to the users to their own purchase orders. On the invoice side, user can also drill into this purchase order document from an invoice but cannot edit the order.
  • If the user selects Documents > Purchase orders > Search for Your orders, the user sees the orders in which the user is the owner.
  • If the user selects Documents > Purchase orders > Search for All orders the user sees:
    
    • All orders where the user is the owner
    • All requisitions where the user has made an action. For example, has approved the orders. Note that the approval of the requisition does not allow the user to see the order.
    • Note that if the user has the user right "Receive goods for other users" for the same organization, the user can see all partly received or unreceived orders if the user selects All orders.
  • If the user selects Documents > Goods receipts > Search for Your goods receipts.
    
    • Views goods receipts in which the user is the owner
    • Views goods receipts where the user has received items
    • Views goods receipts where the user has been selected as receiver
  • If the user selects Documents > Goods receipts > Search for All goods receipts.
    
    • Views goods receipts in which the user is the owner
    • Views goods receipts where the user has received items
    • Views goods receipts where the user has been selected as the receiver
    • All goods receipts from the organization where the user has the "Receive goods for other users" user right.
      
      
• Approve purchase requisitions
  
  • Allows the user to approve purchase requisitions sent to them in the workflow. The limit defines the maximum sum of the requisition that can be approved. This limit is in use also with SupervisorResolver and if the tenant is using "Row approval limit check" based on the organization structure.
    
    
• Approve purchase order
  
  • Allows the user to approve purchase orders sent to them in the workflow. The limit defines the maximum sum of the order that can be approved. This limit checks the total amount of the order, not the changed sum of the order.
    
    
• View contract configuration
  
  • Allows user to view the Contracts tab and contract list in the search view. Without this permission the Contracts tab is hidden from the user.
• Validate and finalize purchase requisitions
  
  • If the validation fails because of missing data, the purchase requisitions go to the buyer or owner (depending on the configuration). This user right allows user to the user to fill out purchase requisition's mandatory data for validating and finalizing purchase requisitions. The validation point and resolver must be set up in Configuration Tool. The user must have this user right to perform the validity review tasks.

Professional mode user roles

These user rights are targeted for the Professional mode in Basware AP Automation and Procurement. These user rights are used in Procurement and Data management.

• View purchase requisitions in Purchase Professional Tools
  
  • Allows the user to view all purchase requisitions that belong to your organization in Purchase Professional Tools.
  • With view rights, requisitions cannot be copied as draft. User can only add a comment to the requisition. User can export the list of selected requisitions to excel.
    
    
• View purchase orders in Purchase Professional Tools
  
  • Allows the user to view all purchase orders that belong to your organization in Purchase Professional Tools. This user right includes viewing a user's own purchase orders.
  • With view rights, orders cannot be copied as draft, edited or resent. User can only add a comment to the order and saved the order as a PDF. The user can export the list of selected orders to Excel.
    
    
• View migrated purchase orders in Purchase Professional Tools
  
  • Allows the user to view all migrated purchase orders that belong to your organization in Purchase Professional Tools. This user right includes viewing a user's own migrated purchase orders.
    
    
• View my own purchase orders in Purchase Professional Tools
  
  • Allows the user to view only purchase orders that belong to you in Purchase Professional Tools.
    
    
• View my own migrated purchase orders in Purchase Professional Tools
  
  • Allows the user to view only migrated purchase orders that belong to you in Purchase Professional Tools.
    
    
• Skip approval task
  
  • Allows the user to skip pending approval task and move the purchase requisition forward in the workflow. The user can skip a pending approval task from the task panel of purchase requisition header details in Purchase Professional Tools. Users can only skip tasks for purchase documents that are below their defined limit. 
    
    
• View goods receipts in Purchase Professional Tools
  
  • Allows the user to view all goods receipts that belong to your organization in Purchase Professional Tools.
  • User can see the related documents (purchase requisition and purchase order), but they cannot drill into the documents.
    
    
• Use Purchase Professional Tools
  
  • Allows the user to use Purchase Professional Tools to get an overview of purchases, orders and goods receipts.
  • The user can only add a comment to documents.
    
    
• View contracts in Purchase Professional Tools
  
  • Allows the user to view all contracts in Purchase Professional Tools and AP Pro that belong to you or your organization. This is generic user right, but is under Purchase.
  • The user can also see the spend on contracts. How many orders are linked to contract, and how many spend plans are linked to contracts and how much spend there are in total in contracts. If collecting spend has been activated in Basware AP Automation and Procurement and in API contract file.
    
    True = spend is collected, false = spend is not collected.
    
    
• View budgets
  
  • Allows the user to view existing budgets, their status, rules associated and line data for external as well as internal lines. All the newly imported/created budgets can be viewed by clicking Refresh. The user can filter budget data as per requirement, sort the list and also customize columns in the view.
    
    
• Manage purchase requisitions in Purchase Professional Tools
  
  • Allows the user to manage all purchase requisitions that belong to your organization in Purchase Professional Tools. This user right includes viewing all purchase requisition and goods receipts.
  • The user can:
    
    • Edit purchase requisitions
    • Return purchase requisitions
    • Reprocess purchase requisitions
    • Skip approvals of purchase requisitions
    • Skip reviews of purchase requisitions
    • Cancel purchase requisitions
    • Forward purchase requisitions
  • The user can view and edit requisitions which are not in "ordered" status. Requisitions which are in approval status, user can take following actions:
    
  • In finalize status:
    
  • In draft status:
    
    
    
• Manage cross-reference lists
  
  • Allows the user to manage cross-reference lists in Data management. Read more about this functionality from Manage cross-references in Purchase.
  • The user can export and import cross-reference lists or add/delete/change UNSPSC codes and Purchase category links in Purchase. It is not necessary to export the file, do changes and then import the changes.
    
    
• Manage budget rules
  
  • Allows the user to create rules for budget accounts with this user right.
    
    
• Manage budgets
  
  • Allows the user to view the Budgets tab. Create, view and edit budgets.
    
    
• Activate budget rules
  
  • Allows the user to activate and deactivate budget account rules created by user with Manage budget rules user right. 
    
    
• Manage free-text forms
  
  • Allows the user to create, edit, delete and import free-text forms. For information about how to create free-text forms, see Procurement- Create Free-Text Forms. For information how to import free-text forms, see Procurement- Import Free-Text Forms
• Manage my own purchase requisitions in Purchase Professional Tools
  
  • Allows the user to manage only purchase requisitions that belong to the user in Purchase Professional Tools.
  • With this user right, the user can:
    
    • Edit own purchase requisitions
    • Return to me
    • Reprocess own purchase requisitions
    • Skip reviews on own purchase requisitions
    • Cancel own purchase requisitions
    • Forward own purchase requisitions
  • If the requisition is in workflow (not in approval), the user has these options:
    
    
  • In approval:
    
  • Ordered:
    
    
    
• Manage my own purchase orders in Purchase Professional Tools
  
  • Allows the user to manage only purchase orders that belong to the user in Purchase Professional Tools
  • This user right includes "View my purchase orders"
  • With this user right user can:
    
    • Edit my own purchase orders
    • Add cost line to my own purchase orders
    • Close my own purchase order lines
    • Close my own purchase orders
    • Get approval to my own purchase orders
    • Cancel my own purchase orders
    • Resend my own purchase orders
    • Duplicate coding on my own purchase orders
  • The user can open these purchase orders and edit those. The user has the following options:
    
    
    
• Manage welcome pages
  
  • Allows the user to create and manage Basware Welcome pages. User can add guided purchasing shortcuts and external resources from Edge to the welcome page with this user right.
  • User has rights to create guided purchasing icons. These can be linked to external webshops, free-text forms or to marketplace.
  • User has rights to create external resources. These are links for example to customers own intranet where they can maintain instructions, how to use certain functionalities in Basware Purchase.
    
    
• Manage purchase orders in Purchase Professional Tools
  
  • Allows the user to manage all purchase orders that belong to you or your organization in Purchase Professional Tools. This user right includes view user's own and all purchase orders and manage user's own purchase orders in professional tools
  • With this user right user can:
    
    • Edit purchase orders
    • Add cost line to purchase orders
    • Close purchase order lines
    • Close purchase orders
    • Get approval to purchase orders
    • Cancel purchase orders
    • Resend purchase orders
    • Duplicate coding on purchase orders
      
      
• Manage purchase documents
  
  • Allows the user to manage purchase documents. This user right is required for accessing document creation settings in Data management. Read more about document creation settings and document numbering format from Purchase - How to - Configure Purchase Document Numbering.
    
    
• Manage external webshops
  
  • Allows the user to view and manage external webshops of the organization from data management. User can create punchout and marketplace configurations. Activate, deactivate punchouts or marketplace configurations.
    
    
• Activate budgets
  
  • Allows the user to activate and deactivate budgets.
    
    

Additional Information:

Data management

With some user rights, the user can access Data management tools. The user can be given the following user rights for data management:

• Manage cross-reference lists
• Manage external webshops
• Manage budgets
• Activate budgets
• View budgets
• Manage budget rules
• Manage free-text forms
• Manage welcome pages

On the invoice professional side, the "View your invoices" user right gives the purchase user the access to drill down to the invoice document from the purchase order.