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
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- 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.
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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.
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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.
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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.
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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. |
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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.
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Zendesk User |
- Raise a request to AppZen's support team from the UI to access the ZenDesk ticketing and support.
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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.
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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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