Procurement - Purchasing Permissions
The default Procurement - Purchasing role is for users that work with requisitions, purchase orders, and received goods.
Requisitions
Permission | Users in this role can . . . |
---|---|
All requisitions | Perform actions granted by other permissions for all requisitions in the system. This option is deselected by default. When it is deselected, users are able to view and perform actions only on requisitions that they've submitted or are associated with as a requester, purchasing agent, or approver. |
Can view requisitions and generate reports | Access the requisitions list, view requisition details, read and add comments, and create reports for selected requisitions. |
Can edit requisitions | Update requisition details and add or remove line items. |
Can create requisitions | Create new requisitions from the requisitions list or from the requisition details page. |
Can download to Excel | Download individual or multiple requisitions from the list page, and download line items from a specific requisition's detail page. |
Can copy requisitions | Create duplicate requisitions from existing requisitions. |
Can delete requisitions | Delete requisitions from the system on the requisitions list page or on the requisition details page. |
Can unlock requisitions | Unlock requisitions that are in use by others in the system. During the unlock process, any unsaved changes made by the other user or the user unlocking the requisition are lost. |
Can approve, deny, return requisitions | Review submitted requisitions and approve, deny, or return them to the submitter. NoteTo perform these actions, users must be listed as the next approver in the approval track associated with the requisition. Approval tracks are set up and managed in Desktop from the Purchasing Module Setup window > Approvals tab. |
Purchase Orders
Permission | Users in this role can . . . |
---|---|
All purchase orders | Perform actions granted by other permissions for all purchase orders (POs) in the system. This option is deselected by default. When it is deselected, users are able to view and perform actions only on POs that they've submitted or are associated with (e.g., they are an alternate requester for the PO). |
Can view purchase orders and generate reports | Access the PO list, view PO details, read and add comments, and create PDF reports for selected POs. |
Can edit purchase orders | Update PO details and add or remove line items. |
Can create purchase orders | Create new purchase orders from the PO list or from the PO details page. |
Can download to Excel | Download individual or multiple POs from the list page, and download line items from a specific PO's detail page. |
Can delete purchase orders | Delete POs from the system on the PO list page or from the PO details page. |
Can unencumber purchase orders | Remove encumbrances from POs. |
Can unlock purchase orders | Unlock POs that are in use by others in the system. During the unlock process, any unsaved changes made by the other user or the user unlocking the PO are lost. |
Can copy purchase orders | Create duplicate POs from existing POs. |
Can copy requisition to purchase orders | NoteThis option is available when the requisition approval isn't set to automatically create a PO (Desktop Purchasing Module Setup window > Approvals tab > Upon final approval setting must be "Don't Create a PO"). Create purchase orders from approved requisitions. |
Can create Open Purchase Orders Not Invoiced report | Generate the Open Purchase Orders Not Invoiced report. |
Can create Open Purchase Orders Not Received reports | Generate the Open Purchase Orders Not Received report. |
Can create Purchase Orders By Vendor reports | Generate the Purchase Orders by Vendor report. |
Can create Purchase Orders By Date Printed reports | Generate the Purchase Orders by Date Printed report. |
Can create MSDS reports | Generate the MSDS report. |
Receive Goods
Permission | Users in this role can . . . |
---|---|
Can view receive goods | Access the Manage Receive Goods page and generate a list of POs based on their receiving status. |
Can edit receive goods | Update the status for PO line items. |
Orders and Requests
Note
These permissions are for users with limited access to requisitions and purchase orders (e.g., faculty and staff outside of the business office). For more information about which users should have these permissions, see Procurement for Campus Users.
Permission | Users in this role can . . . |
---|---|
Can create and submit basic requisitions | Access the Orders and Requests and Review Requisitions pages and view simplified versions of the requisition detail pages. On the Review Requisitions page, only requisitions for which they are the next approver are visible. |
Can update purchase order line item receiving status | View a simplified purchase order details page and mark items as received, returned, or not needed. |