How to use the Roles section

Roles

Roles are preset permissions templates that help you control what a user can and cannot do within PLANERGY. The system comes preloaded with several to choose from to make it easy to start using the system. For instance, you can have a person set to be a PO approver, an invoice approver, a purchaser, and so on.

You can start with any of these templates and customize them to your needs or create your own roles from scratch based on the various functions in the system. Any role you create will be saved for easy assignment to new users.

Press Control Panel to access Roles.

Press the Roles button to access the list of roles. Roles are used to control user permissions.

Here is a list of the default role names and descriptions that are included in PLANERGY system by default. Any roles you create or adjust will be added to this list.

PO Approver: Approver for all the departments

Invoice Approver: Can create and approve invoices

Accounts Payable: Can only create invoices

Requisitioner: Can only create orders with no additional permissions

Reporter: Can only view users, departments, and charge-tos

Purchaser: Simple purchaser for all the departments

System Admin: System admin has all the permissions

Tech Senior Admin: This admin group can add control panel entities

Junior Tech Admin: This role group can only edit and view control panel limits

Press the Advanced Search button to make the advanced search options appear. Search by Role Name, Role Description, whether or not the role is active in the system, and whether or not you want to include roles that have been archived.

To add a new role, press the Add New Role button.

Enter a name and a description for the role. Set the limits for the role, based on the department’s permissions.

Set the upper limit for each transaction, as well as an amount the user can spend in a month. Use the green buttons to add permissions for additional departments as needed for the role.

Enter the role permissions. User Permissions are divided into two sections: PLANERGY and Shared. You’ll also have two separate sets of permissions, with one applying to orders and the other applying to invoices.

Order Permissions are as follows:

Order Access > User Can View > Own POs/All POs/POs for Selected Departments. Press the Green Plus sign to add the selected departments.

Order On Behalf Of > User Can Order On Behalf Of > Own Department/All Departments/Other Selected Departments. Press the Green Plus sign to add the selected departments.

Order Edit > User Can Edit > Own POs/All POs/POs for Selected Departments. Press the Green Plus sign to add the selected departments.

Order Cancellation > User Can Cancel > Own POs/All POs/POs for Selected Departments. Press the Green Plus sign to add the selected departments.

Order Authorization > User Can Authorize Own POs: Yes/No

Goods Received > User Can Enter Goods Received For > Own POs/All POs/POs for Selected Departments. Press the Green Plus sign to add the selected departments.

Close Invoicing > User Can Close Invoice For > Own POs/All POs/POs for Selected Departments. Press the Green Plus sign to add the selected departments.

Invoice Permissions are as follows:

Invoice Visibility > User Can View Invoices > Own Invoices/All Invoices/Invoices for Selected Departments. Press the Green Plus sign to add the selected departments.

Invoice Administration > User Can Administrate Invoices > Own Invoices/All Invoices/Invoices for Selected Departments. Press the Green Plus sign to add the selected departments.

Invoice Authorization > User Can Authorize Invoices > Own Invoices/All Invoices/Invoices for Selected Departments. Press the Green Plus sign to add the selected departments.

Press the Shared tab to set those permissions. Shared Permissions are as follows:

The Administration section allows you to choose the permissions, allowing you to add, edit, and view anything in the list below, as needed. These are highly customizable and flexible based on your company’s needs.

In the Data Entry section, set whether the user is allowed to use Free Text features for Vendors, Delivery Locations, Cost Codes, or Items.

In the Item Categories section, set the permissions for which item categories the role can use.

In the Special Permission Locations section, set the permissions for any locations that have special permissions.

Press the green Save button to save the user role. Any user assigned this role will automatically have the permissions you set for the role.

To edit a role, double-press the role in the list.

An audit trail is available for each role. Press the Audit Trail button at the bottom of the screen. A list of any and all actions taken on that user role will show.