You use access privileges to control the information roles/users can add, edit, delete or view. You use access privileges in conjunction with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.
You can change payment access privileges from either the Access Privileges screen on the Main Menu or from the Purchasing Configuration screen on the Access Privileges tab.
Below is a list of available purchasing access privileges.
Access to Purchase Orders
This access privilege controls who can add, edit, copy or delete purchase orders by checking the Value field for each role/user. You can assign each role/user a value of either ALL or VIEW. Any roles/users with a value of ALL can add, edit, copy or delete purchase orders. Any roles/users with a value of VIEW can view purchase orders but cannot add, edit, copy or delete purchase orders. Any roles/users with no value set cannot access purchase orders.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit, copy or delete purchase orders.
Access to Requisitions
This access privilege controls who can add, edit, copy or delete requisitions by checking the Value field for each role/user. You can assign each role/user a value of either ALL or VIEW. Any roles/users with a value of ALL can add, edit, copy or delete requisitions. Any roles/users with a value of VIEW can view requisitions but cannot add, edit, copy or delete requisitions. Any roles/users with no value set cannot access requisitions.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit, copy or delete requisitions.
Allow Access to Purchasing/Vouchers by Department
This access privilege controls who can view and approve requisitions, purchase orders and vouchers based on the department assigned to the requisition, purchase order or voucher. Roles/Users are assigned security privileges in two parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, Assign Details defaults to all departments. To limit access to selected departments, right-click on the assigned role/user and select Assign Details to access the Assign Details screen.
If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all departments' requisitions, purchase orders and vouchers. If a role/user is assigned (activating the privilege), all unassigned roles/users cannot view any departments' requisitions, purchase orders and vouchers.
Note that the Vouchers access privilege grants users access to all vouchers. If a role has both access privileges, the Vouchers access privilege takes precedence and the user will see all vouchers.
Allow Adding of Non-Inventory Items
This access privilege controls who can add non-inventory items to requisitions and purchase orders. Any roles/users assigned to the privilege can add non-inventory items to requisitions and purchase orders while any roles/users not assigned to the privilege cannot add non-inventory items to requisitions and purchase orders. If no roles/users are assigned to the privilege, it is is considered inactive, and all roles/users can add non-inventory items to requisitions and purchase orders.
Allow Approval of PO After Exceeding Budget Amount
This access privilege controls who can approve a purchase order when the amount of the purchase order exceeds the amount budgeted to the GL account to which the purchase order distribution is assigned. Any roles/users assigned to the privilege can approve a purchase order when the purchase order amount plus other unpaid purchase order items plus previously incurred expenses exceeds the YTD budget amount for the fiscal period of the estimated receipt date. Any roles/users not assigned to the privilege cannot approve a purchase order when the purchase order amount plus other unpaid purchase order lines plus previously incurred expenses exceeds the year to date budget amount for the fiscal period of the estimated receipt date.
If no roles/users are assigned the privilege, it is considered inactive, and all roles/users can approve purchase orders which exceed the budgeted amount.
This access privilege is only checked if Budget Controls is checked on the Purchasing Configuration screen.
Allow Cancel/Close Purchase Order
This access privilege controls who can cancel or close purchase orders. Any roles/user assigned to the privilege can cancel or close purchase orders while any roles/users not assigned to the privilege cannot cancel or close purchase orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can cancel or close purchase orders.
Allow Cancel/Close Requisition
This access privilege controls who can cancel or close requisitions. Any roles/user assigned to the privilege can cancel or close requisitions while any roles/users not assigned to the privilege cannot cancel or close requisitions. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can cancel or close requisitions.
Allow Edit of GL Distribution on Issued/Closed PO
This access privilege controls who can edit the GL Distribution on open, issued, cancelled or closed purchase orders. Any roles/user assigned to the privilege can edit the GL Distribution on a purchase orders regardless of its status. Any roles/users not assigned to the privilege can only edit the GL Distribution on purchase orders with a status of open, issued, cancelled or closed. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can edit the GL Distribution on purchase orders if they have privileges to edit the purchase order.
Allow Level 9 Approval of Self Entered Purchase Orders
This access privilege controls who can approve purchase orders that were entered or requested by the user approving the purchase order. Any roles/users assigned to the privilege can approve purchase orders where they are the entered or requested user while any roles/users not assigned to the privilege cannot approve purchase orders where they are the entered or requested user. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to approve purchase orders where they are the entered or requested user. This access privilege is used with approval levels so regardless of this access privilege setting, only those with approval access can approve purchase orders.
Allow Level 9 Approval of Self Entered Requisition
This access privilege controls who can approve requisitions that were entered or requested by the user approving the requisition. Any roles/users assigned to the privilege can approve requisitions where they are the entered or requested user while any roles/users not assigned to the privilege cannot approve requisitions where they are the entered or requested user. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can approve requisitions where they are the entered or requested user. This access privilege is used with approval levels so regardless of this access privilege setting, only those with approval access can approve requisitions.
Allow Override of Market List Cost from PO/Req
This access privilege controls who can override the market list cost when entering requisitions or purchase orders. Any roles/users assigned to the privilege can override the market list cost while any roles/users not assigned to the privilege cannot override the market list cost. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can override the market list cost.
Allow Override of Purchase Order Variance
This access privilege controls who can enter a cost on a purchase order that exceeds a pre-determined variance. This variance level is controlled by the Percent Variance field on the Purchasing Configuration screen in the Pricing section. Any roles/users assigned to the privilege can exceed the specified variance level while any roles/users not assigned to the privilege cannot exceed this level. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can exceed the variance level.
Allow Update of Market List Cost from PO/Req
This access privilege controls who can update the market list cost when entering requisitions or purchase orders. Any roles/users assigned to the privilege can update the market list cost while any roles/users not assigned to the privilege cannot update the market list cost. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can update the market list cost.
Authority to Exceed Encumbered Amount
This access privilege controls who can exceed the encumbered amount in the General Ledger for the charged account. Any roles/users assigned to this privilege can exceed the budget amount for the account if the amount of the purchase exceeds the budget amount YTD for the account. Any roles/users not assigned to this privilege cannot exceed the budget amount for the account if the amount of the purchase exceeds the budget amount YTD for the account. If no roles/users are assigned to the privilege, it is considered inactive, and no checking is done against the budget. To have this access privilege checked, set organization parameter PO 007 to N.
Issue and Print Purchase Order
This access privilege controls who can issue and print purchase orders. Any roles/users assigned to the privilege can issue and print purchase orders while any user not assigned to the privilege cannot issue and print purchase orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can issue and print purchase orders.
View Purchase Orders
This access privilege controls who can view purchase orders. Any roles/users assigned to the privilege can view purchase orders while any roles/users not assigned to the privilege cannot view purchase orders. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view purchase orders.
View Requisitions
This access privilege controls who can view requisitions. Any roles/users assigned to the privilege can view requisitions while any roles/users not assigned to the privilege cannot view requisitions. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view requisitions.
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