User Roles & Permissions

AppZen provides various granular roles to be use and exercise in the Autonomous AP to distribute the tasks at a hierarchical level. The Autonomous AP segregates the User Roles into two sets of hierarchy - One is the General User Settings, and the other is Approval Workflow User Settings

General User Settings Allows the configuration of the essential roles who work on Autonomous AP to push the invoices to the system and manage them while processing them in different stages.
User Roles Functional Features

Functional Admin

 

 

  • Has write access to Autonomous AP configurations.
  • Has the ability to navigate and edit Invoice Settings.
  • Has the ability to create Invoice Skins and assign these skins to an Entity.
  • Can view and export data from Master data screens.
  • Configure Approval Settings from the General Settings Page.
  • Access the Approval Workflow page.
  • Configure an Approval Workflow Modify an Approver from the existing workflow.
AP Staff
  • Has write access to the entities to which they are assigned.
  • Can edit an invoice in the Review Data state.
  • Can save the validation feedback for an invoice in the Review Validations state.
  • Can view the Master data screens and export the data.
Report Admin
  • Users with the Report Admin role can generate reports for detailed information related to the company employees and the invoices.
  • Also, view the Autonomous AP Reports menu with the ability to view the Autonomous AP Report Generation Menu.
  • They can also view the Autonomous AP Report Generation Screen and generate reports using defined filter criteria.
Master Data Admin
  • Has the Create and Update access for the Master Data entries, i.e., Payment Terms, Suppliers, Entities, Chart of Accounts, Purchase Orders, VAT, and UOM.
Read Only User
  • Has the view access to the Entities that are assigned.
  • Has the ability to read an invoice.
Note: Users with read-only permissions cannot edit an invoice in any invoice state. Users cannot view an invoice if they do not have access to the entity of the invoice.
AP Workflow User
  • They can access the Worklist and take the Review exception-related tasks on the Invoice Details page. 
  • Override an exception, reject an invoice, re-assign, or even request reprocessing of an invoice. 
  • Add and respond to the comments on the invoices and view already posted comments.
Zendesk User
  • Raise a request to AppZen's support team from the UI to access the ZenDesk ticketing and support. 

 

If the user selects Approval Workflow, they can assign the following roles:

Approval Workflow User Settings When this user setting is selected, it helps to configure the roles that can control the Approval Workflow path for every invoice exclusively. 
User Roles Functional Features
AP Approver
  • Can Approve or Reject an Invoice.
  • Can access the Notifications Worklist.
  • Can reprocess an Invoice when in the Pending Approval state.
AP Workflow Admin
  • Can access the Notifications Worklist.
  • Can skip and modify the current approver for any pending approval request from the notifications worklist and the Invoice Details page.
  • Can view all pending approval requests on the notifications worklist for any invoice for the given customer. 
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