Sales, finance, operations and HR need different access to the same business. Apparel & Footwear ERP specifies permissions for each role, with entity and assignment boundaries. Approval authority is checked for the particular decision and the version being reviewed.
How permissions work
Access follows responsibility
Sales Rep access follows account and quote ownership, including the quote’s lines. Warehouse access follows the assigned warehouse. Managers see work routed to them within their assigned team or cost centre. An Employee assignment alone does not grant company-wide approval powers.
Approval needs authority
The signer must hold the required role and have an effective limit for the document, entity and currency. The record retains the amount, converted comparison amount, limit and policy used. Changing a document after approval creates a revision that requires the applicable review again.
Independence is specific to the decision
Every purchase order requires an eligible approver other than its preparer. A Buyer cannot receive their own order. A payment releaser cannot be the run’s preparer or an approver of its included bills. Payroll preparation and approval are separate. These rules do not require a different person for every administrative step.
Quotes have an explicit exception
A Sales Rep may approve their own quote within their discount authority. A Sales Manager reviews quotes outside that authority within the manager’s limit. Displayed discount and margin come from the saved prices and costs; typing a lower discount percentage cannot avoid review.
Sensitive information stays restricted
HR, payroll and employee self-service have different access to individual pay, national ID and bank details. Administrative access and finance reporting do not override those restrictions. The Controller reviews payroll totals and reconciliation evidence without automatic access to every employee’s pay details.
Sensitive changes have a review trail
The HR Manager or Payroll Administrator proposes changes to pay, bank and national ID information; a different person in the other role reviews the proposal independently. The proposal retains the old and new values, effective date, reviewer and application history. Direct edits cannot bypass this path.
Commercial costs have their own boundary
The Sales Manager and Controller can inspect the cost and margin information needed for their work. Sales Rep access and customer documents mask those details. Employee bank details are governed separately from company and vendor payment instructions.
Delegation is limited and attributable
A delegation has a document scope, entity, dates and authority limit. It does not grant a missing role or waive independence. The approval records the actual signer and the person represented; an expired delegation cannot authorize a new decision.
Assistants inherit these boundaries
Service identities have explicit roles and scope. They can prepare work for review; approval records must preserve the accountable human decision where the process requires one.
Configures users, approved policies, workflows and connections while remaining outside operational finance signatures.
Can
Prepare all master configuration, Employees role/limit assignments, enterprise policies, document revisions, authority delegations, close templates and integration configuration through master changes
Maintain reference mappings and number sequences
View operational tables within entity and protected-field policy
Inspect redacted integration events, integration deliveries and migration batches
Can't
Approve own master/policy change, close accounting periods, lock consolidation runs, approve payroll runs or release payment runs/payment instructions
View employee salary, national ID or bank fields merely by Admin role
Bypass immutable revisions, stock reservations or ledger controls
Controller
Owns financial policy, independent finance decisions, reconciliation, the close and consolidation.
Can
Manage draft chart of accounts, tax codes, cost centers, exchange rates, payment terms, bank accounts, journal entries, journal entry lines, accounting periods, close tasks, close dependencies, Budgets, budget lines, allocation runs, allocation lines, fixed assets, asset books, asset events, depreciation runs, depreciation run lines, revaluation runs, revaluation lines, consolidation runs, consolidation entities, consolidation run lines, consolidation adjustments and tax filings through approved revision controls
Open and close accounting periods and review/lock consolidation runs independently where required
View finance and operational records but only authorised aggregate payroll totals, masked employee beneficiary information and nonsensitive employee directory
View vendor/company bank data only within finance entity scope
Access financial, margin, inventory and consolidated reports without personal payroll detail
Reviews and approves
Approve financial enterprise policies and master changes independently
Approve Bills with bill item match status exceptions above an eligible cost-centre manager limit or outside policy, never if preparer/material editor
Approve sales orders above Sales Manager authority/credit capacity and separately decide credit hold clearance
Approve every regular Invoices document type Invoice revision through Approvals document type Invoice, independently of the originating person, preparer and all material editors, using the actual authenticated actor even under delegation
Approve above-threshold/disputed credit notes, write-offs and all Refunds
Release payment runs and payment instructions within own converted payment release limit, excluding preparer and every bill approver in the run
Approve payroll runs independently of preparation/material editing
Approve Budgets independently of preparer/material editor and lock the approved version
Approve stock movements/inventory counts requiring escalation, independently of counter/preparer
Approve journal entries above preparer limit or outside self-post policy, and eligible asset events/allocation runs
Can't
Approve an Invoice they prepared or materially edited
Starts on: Invoices Awaiting Approval
Finance Clerk
Captures and reconciles finance transactions, prepares payments and performs only the narrow routine settlement actions allowed by policy.
Can
Manage draft Bills, bill items, bill match allocations, Invoices, invoice items, payments received, payment applications, payments made, payment allocations, payment runs, payment instructions, credit applications and Refunds
Match accepted goods/service evidence and bank statement lines
Submit finance documents and payment proposals for approval
Prepare and submit every regular Invoice revision for independent Controller approval
Execute only the exact independently approved regular Invoice revision after current source eligibility and authority checks, preserving its amount, customer, lines, tax and accounting scope
Post eligible fully matched Bills under an independently activated automatic-match policy with no unresolved exception
Apply customer cash and policy-eligible below-threshold discounts/write-offs, retaining evidence and Approvals where required
Issue eligible routine below-threshold credits under reviewed policy, excluding disputed or refund actions
Prepare customer/vendor bank master changes and independently confirm another finance person’s change only within designated bank-review policy
View finance-scoped Accounts bank fields, contact persons, approved purchasing/sales/receipt/shipment records, fixed assets, accounting periods and close tasks
Reconcile masked payroll instruction totals and authenticated bank outcomes without employee bank/pay detail
Run dunning
Access aging, cash and tax reports
Can't
Approve regular Invoices or use a second role, delegated identity or execution permission to approve own preparation/material edits
Approve Bills as their clerk, release payment runs/payment instructions, alter posted journals or activate own bank change
Starts on: Bills Awaiting Approval
Sales Rep
Works owned customers, contacts, leads and opportunities and prepares quotes and orders.
Can
Manage owned Leads, contact persons, Opportunities, Activities and draft Quotes
Manage draft quote items only where parent quote owner = current user
Create customer Accounts/contact persons within owned entity through reviewed master workflow
Create draft sales orders/sales order items and submit for approval
View price books/price book entries, Products, sellable Inventory availability, own Contracts/contract items/contract cycles, Invoices, Shipments and customer returns
View own price/revenue pipeline and order results without an indirect margin-report cost disclosure
Reviews and approves
Approve own Quotes only when the exact frozen revision has known cost/margin, satisfies protected policy floor and own discount limit percent and has no exception
Can't
View protected product/quote cost or inventory unit cost/Valuation
Starts on: My Closing Opportunities
Sales Manager
Owns commercial masters, customer contracts and the approved sales pipeline within entity authority.
Can
Manage entity Leads, contact persons, Opportunities, Activities, draft Quotes/quote items, sales orders/sales order items, Contracts/contract items/contract cycles, price books/price book entries and customer Accounts excluding bank fields through reviewed master controls
Authorise customer returns commercial scope
Reassign commercial owners
View finance result and protected commercial cost/margin for own entity
Access pipeline, forecast, margin and order reports
Reviews and approves
Approve Quotes within own discount authority and protected margin policy independently when required
Review unknown-cost/zero-price commercial exceptions under enterprise policies with recorded pricing basis
Verify complete signature requests and accepted terms
Approve sales orders within own sales order approval limit and available credit exposures with no active hold
Can't
Lift credit hold, bypass accepted sales allocations or exceed authority through contract cycle generation
Starts on: My Closing Opportunities
Buyer
Owns supplier purchasing and independent purchase decisions within authority, without receiving or approving their own order.
Can
Manage draft Requisitions/requisition items, purchase orders/purchase order items, vendor returns and vendor Accounts/contact persons except bank fields through reviewed controls
Submit purchasing documents
Firm planned orders of Type Purchase and resolve disputed bill evidence without altering the bill’s approved accounting
View Products, Inventory, MRP runs, planned orders, work order components, receipt/acceptance/inspection records and Bills
Access procurement and supplier performance reports
Reviews and approves
Approve Requisitions and every purchase order only when another actual person prepared/materially edited the revision and within own converted PO approval limit
Can't
Receive a goods receipt, approve own order, change bank details or resolve a price discrepancy by editing a posted source
Starts on: Pending PO Approvals
Warehouse Operator
Handles physical goods in the assigned warehouse under accepted ownership and exact-stock claims.
Can
Prepare goods receipts/goods receipt items, stock events/stock movements, inventory reservations, inventory counts/inventory count lines and Shipments/shipment items in assigned warehouse
Receive goods only when not the PO buyer
Confirm eligible no-inspection receipt acceptances and physically receive customer returns/dispatch vendor returns within approved scope
Confirm drop ship receipt/drop ship shipment economic effects in the assigned in transit out location from verified vendor/customer evidence, independently of the PO buyer and after required quality release
Claim, pick, unpick, pack and tender shipments through guarded actions
Self-confirm only policy-eligible below-threshold stock adjustments/count results for known-cost existing uncommitted stock after required recount, never found/identity-changing/held/reserved stock
Submit escalated counts and adjustments for independent Controller approval
View stock, approved order/purchase/work-order source records and Products
Owns production definitions, planning snapshots, work release and reviewed completion/close.
Can
Manage draft BOMs/BOM components, Routings/routing operations, work centers and technical master versions through owning-manager review
Manage MRP runs, planned orders, draft work orders/work order components/work order operations
Run MRP and firm/release work orders using frozen technical/cost versions
Create purchasing Requisitions
View production stock, customer demand, purchase supply, inspections and work-order-charged time/cost allocations without personal compensation disclosure
Access production, attainment and variance reports
Reviews and approves
Review production completions and close work orders after accepted output, pending obligations and Controller variance approval where policy requires
Can't
Replace accepted quality decisions or post arbitrary completion quantity
Starts on: Shop Floor Schedule
Plant Manager
Schedules and supervises production and independently approves eligible plant time and leave.
Can
Manage draft production log observations and assign work order operation operator, work center, planned start and planned end within released technical capability
Place operations on hold and review feasible schedule changes
View production, inventory, inspections and scoped timesheet allocations
Access operational attainment and labour variance without individual pay-rate disclosure
Reviews and approves
Approve Timesheets and leave requests only as named eligible manager/delegate and never own time/leave
Review technical work centers/BOM/routing master changes within plant scope
Can't
Disposition quality inspections, release work orders or activate financial rates without Controller policy review
Starts on: Shop Floor Schedule
Quality Inspector
Independently dispositions exact incoming, in-process, first-article, final and returned-goods scope.
Can
Manage draft quality inspections and sign immutable disposition evidence when independent of the producing operator
Place operations and stock on quality hold and release only the reviewed identity/quantity scope
Open vendor returns and set customer returns disposition through guarded evidence
View Products, receipt, stock, operation, shipment and return provenance
Edit accepted source quantities, perform unreviewed financial credit or turn a first-article signoff into full finished output
Starts on: Incoming Inspection Queue
Operator
Executes assigned operations and records time, throughput and scrap without approving their own output quality.
Can
View assigned work order operations and related work orders/work order components
Create/post immutable production log observations for own operations with valid intervals
Record scrap reason
Prepare issue ToW IP stock movements against valid inventory reservations and exact source cost
Prepare terminal production completions only within released/logged remaining quantity
Execute completion stock events only after required quality and planner guards
Can't
Disposition own quality inspections, approve own time or treat intermediate throughput as finished stock
Starts on: My Operations Today
HR Manager
Owns employment and leave policy and independently confirms sensitive employee changes proposed by payroll.
Can
Manage nonsensitive Employees, Positions, Departments, work calendars/work calendar days, leave types/holiday calendars and leave entries through approved effective changes
Propose employee bank account, national ID, base salary, hourly rate, pay currency or compensation-basis changes in master changes for a different Payroll Administrator to approve
View protected employee pay/bank/ID and employment/leave/pay statements within HR scope
Access scoped HR and payroll detail reports
Reviews and approves
Approve those changes proposed by a different Payroll Administrator and retain compensation history
Approve leave requests/Timesheets only under a valid authority delegations grant or assigned manager authority, never own submission
Read approved time/leave and protected effective employee compensation/bank data within payroll scope
Propose sensitive Employees changes through master changes for a different HR Manager to approve and approve those proposed by a different HR Manager
Submit exact payroll runs revisions for Controller approval
Prepare payroll payment instructions using approved beneficiary snapshots and authorised masked company-bank selection
View relevant Positions, leave/calendars, cost centers, tax rules, periods and close tasks
Access scoped payroll detail reports
Can't
Approve/release own payroll, alter Employees directly or view unrestricted company/vendor bank configuration
Starts on: Open Payroll Runs
Employee
Uses own leave, time and pay records and acts on specifically assigned manager decisions within scope and limit.
Can
Create/submit own leave requests and Timesheets/timesheet lines
View own Employees, pay statements/pay statement lines and leave balances
Update own Phone/Address through permitted self-service rules
Confirm service acceptances as authorised requester without gaining PO/bill approval rights
Act on Approvals only when actual actor is authenticated and named assignment/delegation, eligible role, amount/currency and conflict checks all pass
View applicable holiday calendars, work calendars and leave types
Reviews and approves
Approve another employee’s leave requests/Timesheets only as assigned eligible Approver or valid delegated actor
Approve Requisitions as assigned cost-centre manager within PO approval limit and Bills as assigned cost-centre manager within bill approval limit, excluding own preparation/material editing
Can't
Inspect other employees’ protected pay/bank/ID or gain general finance access from a manager inbox
Starts on: Bills Awaiting Approval
Set up Apparel & Footwear ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.
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