Give warehouse teams clear responsibilities and the access their work needs.
Inventory Management separates physical stock work, protected cost review and approval. Access follows the user’s current warehouse assignments. A scan, administrative role or change of title cannot substitute for the evidence and authority required to move or correct stock.
Summarised from the authored role permissions. Scope restrictions such as “own records” still apply; these symbols do not indicate completeness or runtime access.
| Table | Inventory Manager | Warehouse Operator | Buyer | Viewer |
|---|---|---|---|---|
| transaction | ||||
Transfers | Specific actions: Create and approve Transfers with the same independence and finite limits | —No table-specific permission stated | —No table-specific permission stated | —No table-specific permission stated |
StockAdjustments | Specific actions: Approve StockAdjustments and count review only within explicit value authority and independently of requester, material editors and all counters for the target | —No table-specific permission stated | —No table-specific permission stated | —No table-specific permission stated |
ReturnAuthorizations | Specific actions: Create customer ReturnAuthorizations and approve customer or vendor returns and simple inventory disposition independently of their requesters/material editors | —No table-specific permission stated | —No table-specific permission stated | —No table-specific permission stated |
Warehouse Operator prepares receipts, issues and transfers in assigned sites, executes permitted movements and records assigned blind counts. Unit costs, valuation records and approval-value limits remain masked. An operator may prepare a correction but cannot approve it.
Buyer follows replenishment, supplies external purchase references and reviews receipt costs and documented conversions. An assigned Buyer may confirm an actual receipt. Purchasing approval and purchase-order creation remain in the external procurement process.
Inventory Manager coordinates counts and independently approves required adjustments, transfers and returns within explicit authority. The reviewer must be a different actual person from the requester, material editors and relevant counters. Holding another role does not remove that conflict.
A small difference qualifies only when every stated condition is satisfied, including current count evidence, appropriate stock identity, known applicable value and all absolute tolerances. Reason-required, found, serial-controlled, held, third-party or committed stock needs human review. Automatic execution records its policy rather than inventing a human signer.
Admin governs identity and independently activates reviewed master and policy changes. Changing a tolerance or cost setting cannot approve the editor's own waiting transaction. Material changes invalidate the earlier decision and require fresh review.
Viewer receives permitted non-cost stock quantities and receipt context. Composite screens, downloaded reports and service identities apply the same site and field boundaries. Inventory Manager has the cost and reconciliation access needed for the approved operating scope.
No role receives ordinary editing access to rewrite posted stock or cost history. Corrections follow bounded source actions. Migration activation and accounting-export release require a separate eligible Inventory Manager from their preparer.
Owns inventory integrity, count coordination, stock decisions and the external accounting reconciliation.
Prepare Products, ProductCategories, Warehouses, Bins, UnitsOfMeasure, ProductConversions, Suppliers, ReorderRules, StockAdjustmentReasons and StockSummaries assortment changes through MasterChangesPrepare InventoryPolicies subject to independent Admin activationPrepare and coordinate CycleCounts and PhysicalInventories, CountLocks and CountObservationsApprove StockAdjustments and count review only within explicit value authority and independently of requester, material editors and all counters for the targetCreate and approve Transfers with the same independence and finite limitsPrepare StockStatusChange and TitleChange StockEvents and independently approve them within explicit authority, with exact status/title evidence and no direct Inventory editsCreate customer ReturnAuthorizations and approve customer or vendor returns and simple inventory disposition independently of their requesters/material editorsReview protected receipt, count and return costsPerforms physical stock work and blind counts in currently assigned warehouses, with cost fields masked.
Prepare GoodsReceipts and confirm actual receipt after protected cost/title checksPrepare Issues and Transfers, reserve eligible stock and perform guarded pick, unpick, issue, transfer departure and destination receiptExecute authorized ReturnAuthorizations receiving, restock, return-out or scrap after required decisionsCount assigned CycleCountLines and PhysicalInventoryLines through CountObservations, including independent assigned recountsPrepare StockAdjustments but never approve themRead assigned Products, Inventory, Bins, StockSummaries and non-cost StockMovementsView own pending work and allowed non-cost stock/receipt/expiry viewsCost sources, UnitCost, StandardCost, valuation legs, approval-value limits and cost reports remain maskedFollows replenishment in an external purchasing process and provides receipt cost and supplier context.
Read Products, Suppliers, ReorderRules, StockSummaries, Inventory and receipt-only StockMovementsPrepare GoodsReceipts against external PO lines and confirm actual receipt when assigned to the warehouseReview receipt cost and documented external valuation-currency conversionPrepare vendor ReturnAuthorizations and external return follow-up but not authorize themAcknowledge ReorderAlerts and record external purchasing referencesView Low Stock, Out of Stock, Recent Receipts (last 7 days) and Slow-Moving SKUs with permitted inventory costsNo issue, transfer, count, adjustment, policy or return-disposition approvalNo local procurement approval or PO creation impliedReads current non-cost stock information for finance, sales or customer service without changing it.
Read Products, ProductCategories, Warehouses, Bins, non-cost Inventory and StockSummaries within granted sitesView On-Hand by Warehouse, Low Stock, Out of Stock and Recent Receipts (last 7 days) including on-hand, allocated, available and receipt quantitiesSupplier names and external reference display are limited to granted business scopeNo writes or approval authorityCreate your ERP.AI account and get started with Proto.
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