Summary:

This article explains the difference between simplified and restricted Purchase user roles, how to use them, and how to set the correct user rights.

Note:

Users can only have one of the following user rights: 

• Use Basware Purchase
• Use simplified Basware Purchase
• Use restricted Basware Purchase

Instructions:

User rights

Select a user right in P2P Administration > Users > User Roles > Purchase

A user with Use simplified Basware Purchase or Use restricted Basware Purchase can have the following additional user rights in P2P:

• Use free-text forms
• Use Basware Marketplace
• Use external webshops
• Over-receiving allowed

If any other user rights are granted to the users, it is considered a configuration error, and it may cause unexpected results. In this case, these users can only send requisitions for approval and receive them.

 

Simplified Basware Purchase

Simplified Basware Purchase brings a simple user interface and feature set to the users who do not need complex purchase functionalities. These users can order items, send requisitions for approval, and receive goods.

Users get a simplified purchase experience, where only essential information is accessible. They can see prices.

Users can only handle goods receipt tasks.

Users can only search for purchase requisitions that the users themselves create, and goods receipts for which they are receivers. They cannot search for any other document types.

• Note: users can only see the search results, they cannot open the actual documents.

Only a limited set of other user rights is allowed

• Users must not have user rights for Analytics, Invoice Admin, Order Matching, Spend Plans, or any admin user rights.
• It is recommended that the users have at least one of these user rights to be able to create requisitions: Use free-text forms, Use Basware Marketplace, Use external webshops. 

Users can be contact persons for orders if they are selected as the "Goods receiver to contact".

Typically, the users with simplified Basware Purchase are users who seldom need to purchase anything, and who mainly purchase catalog items.

 

Restricted Basware Purchase

The main difference between restricted and simplified is that users with Restricted Basware Purchase cannot see prices.

Users can easily request items from any source, get approval, and receive the items. However, they cannot edit requisitions, search for documents, collaborate on documents, approve documents, or use more complex purchase functionalities. These restrictions prevent the user from being confused or overwhelmed by unnecessary information when trying to place simple orders.

Users cannot see price information at any phase of the purchase process.

• For example, when creating a free-text requisition, the price is not shown in the form. For this to work properly, the price fields on the free text form must have their visibility set to Restricted visibility. This setting is found in the Field properties when creating or editing a free-text form.

Users can be contact persons for orders if they are selected as the "Goods receiver to contact".

Typically, the users with restricted Basware Purchase are temporary workers or external contractors that need access to Basware P2P.

 

Use case limitations

Because of the limited user rights, users with Use simplified Basware Purchase or Use restricted Basware Purchase have the following limitations:

• Users cannot approve purchase requisitions or approve purchase order changes.
• Users cannot review documents.
• Users cannot do validity reviews.
• Users cannot see orders.
• Users cannot see contracts.
• Users cannot see/create invoices or spend plans.
  
  
  

To simplify the user interface, users with Use simplified Basware Purchase or Use restricted Basware Purchase user right have the following limitations related to navigation:

• Users cannot navigate (from anywhere) to requisition details. Because of this:
  
  • Users cannot see the draft list.
  • Users cannot navigate to drafts.
  • Users cannot edit requisitions and cannot see/edit the coding.
  • Users cannot see budgets.
  • Users cannot take actions from the document details. For example, they cannot make self-service orders, copy PRs, or recall PRs.
• Users cannot navigate (from anywhere) to purchase order details.
• Users cannot navigate (from anywhere) to goods receipt details. And because of this, they cannot reverse.
• Notification center is disabled, so the users cannot start a collaboration from a document, and they cannot participate in a collaboration.
  
  

To simplify the user interface, users with Use simplified Basware Purchase or Use restricted Basware Purchase user right have the following limitations related to actions:

• Users can only search for requisitions and goods receipts, not for other document types. They cannot open documents.
• Users can only receive in quantity and percentage, not in sum.
• Users cannot see document history (they cannot open documents).
• Users cannot order on somebody else’s behalf.
• Users can only handle goods receipt tasks. Other tasks cannot be forwarded to these users. Users can act as backup persons for GR tasks and they can set a backup person only for their GR tasks.
• Requisitions cannot be returned to the user; they are returned to the requisition owner.
• Users cannot see the tutorial and the ”Do you want to learn more?” section on the Home page (because those would describe features that are not available).
• Users can only use the new free-text forms.

 

Purchase requisition owner resolving

When users with Use simplified Basware Purchase or Use restricted Basware Purchase user right create requisitions, their supervisor becomes the owner of the requisition. If the supervisor does not have the Use Basware Purchase user right, then the next supervisor becomes the owner, and so on.

If supervisor resolving is used for resolving the approver of the requisition, then the approver will be the supervisor of the purchase requisition owner (not the purchase requisition creator in this case).

 

Additional information:

These features do not require any configuration and they work only in P2P Edge.

Note that only new free-text forms are available for customers that use this feature. Prices cannot be hidden from the old free-text forms, not even if the restricted purchase is in use.

Read more about user roles from P2P Purchase - How to - Purchase User Roles.

Simplified Basware Purchase and Restricted Basware Purchase user rights can be used together with Integrated Shopping Experience (ISE). Read more about ISE configurations from P2P Purchase - Finalizing the ISE configuration - Customer actions.