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Procurement
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  1. Procurement
  2. Roles and permissions
Reference

Who can do what in Procurement

Bring Requesters, Buyers, finance and suppliers into one purchasing process while keeping their responsibilities clear. Approval authority follows the configured policy and the approved document revision. An agent’s access must be tested under its own identity before it joins that process.

How permissions work

Records

A Requester works on their own requisitions. A Supplier sees its own permitted orders, invitations and responses. An Approver sees the documents and pending steps assigned to them. Read access does not grant permission to change or approve a record.

Actions

Submission, conversion, award, approval, issue and receipt posting are distinct actions. Submitted content is frozen for review; a change must invalidate the affected decision and return through the appropriate approval path.

Fields

Contract prices and quoted totals are restricted by role. Requester and Viewer access does not expose protected pricing. The Approver’s assistant cannot retrieve contract rate contract price when the Approver cannot see it. Supplier tax identifiers remain restricted to the authorized internal roles.

Authority

Department, cost center, category and amount determine routing. Department heads and budget owners resolve to named users; executive or committee tiers also require an explicit eligible person. Missing routing information blocks submission rather than selecting an arbitrary approver.

Prior approval

A qualifying order may use an existing spend approval only within its remaining amount and scope. An RFQ award selects a supplier; it does not create spend authority. The configured Buyer limit is a distinct, recorded policy for eligible hand-raised orders.

Separation of duties

Requesters and Buyers cannot decide their own matrix approval. Price exceptions, agreement approval and supplier qualification retain their assigned reviewers. A Buyer cannot confirm receipt of an order they raised.

Delegation

A dated delegation retains the original approver and the person acting for them. The delegate must satisfy the tier and conflict checks; forwarding a step does not increase anyone’s authority.

Escalation

An overdue step goes to the Procurement Manager for an eligible reassignment. Escalation changes who must act, not whether the approval is required. Admin maintains the rules and access without silently bypassing a pending decision.

Who can do what

Permissions by role
RoleSuppliers and catalogContracts and pricingRequisitions and approvalsQuote requestsPurchase ordersReceipts and expeditingSupplier performance
AdminApproveEditEdit—EditEdit—
Procurement ManagerApproveApproveApproveApproveApproveApproveApprove
BuyerEditEditViewEditEditEditEdit
RequesterViewViewEditViewView——
ApproverViewApproveApproveViewApprove——
Receiving ClerkEdit———EditEditEdit
SupplierEdit——ViewViewViewView
ControllerEditApproveApproveViewApproveViewView
ViewerEditEdit——View—View

Each role in detail

Admin

Systems administrator responsible for configuration, identity, integration and migration governance.

Can

  • Manage configuration and staged master data in Suppliers, supplier contacts, supplier certifications, Departments, cost centers, Locations, Users, Categories, Items, approval matrix and approval delegations
  • Prepare migration batches and operate integration deliveries
  • View all operational tables for administration
  • administrative corrections follow the same reviewed revision and compensating-event rules

Reviews and approves

  • Approve supplier status transitions after required Procurement Manager qualification verification, retaining actor, time and reason

Can't

  • Approve or skip a live approval steps row, self-grant spend authority, bypass missing qualification evidence, or edit/delete approved snapshots, posted commitments, receipts or events

Procurement Manager

Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.

Can

  • Manage Suppliers, supplier contacts, supplier certifications and Items
  • Manage draft contract rates and master agreements, independently activate contract rates and sign approved master agreements
  • View and supervise purchase requisitions, requisition lines, RFQs, RFQ lines, RFQ responses, RFQ response lines, bid comparison scores, purchase orders, PO line items, PO amendments, PO amendment lines, blanket releases, blanket release lines, Receipts, receipt line items, supplier returns, Expediting and match exceptions
  • Reassign unresolved approval steps only to another eligible independent approver with append-only evidence
  • Run all reports

Reviews and approves

  • Review supplier status and qualification scope
  • Approve assigned approval steps only for procurement manager rules
  • Review exact-revision price/off-contract exceptions and recommendation overrides
  • Approve performance exclusions and publish supplier performance
  • Review spend approvals, spend approval lines, commitment allocations, procurement events and migration batches

Can't

  • Overwrite submitted or posted content or substitute for another role required by the matrix

Starts on: Requisitions Awaiting My Approval

Buyer

Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.

Can

  • Manage purchase orders, PO line items, PO amendments and PO amendment lines only while Draft
  • Draft contract rates but cannot activate them
  • Manage draft RFQs, RFQ lines, RFQ invited suppliers, blanket releases and blanket release lines
  • Record evidenced RFQ responses and RFQ response lines on supplier behalf without changing submitted content
  • Manage Expediting and procurement-side match exceptions
  • Raise supplier returns
  • View Suppliers, supplier contacts, supplier certifications, Items, Categories, contract rates, master agreements, approval matrix, approved purchase requisitions and requisition lines, supplier performance, Receipts, receipt line items, spend approvals, spend approval lines, commitment allocations and relevant procurement events
  • Convert a valid approved requisition once
  • Award eligible RFQs with evidence and required Procurement Manager override review
  • Send valid Approved POs
  • Self-approve only eligible hand-raised POs with no requisition, award or release under independently authorised buyer limit policy and approval limit

Can't

  • Approve matrix steps or amendments, sign agreements, edit supplier state, or confirm receipts on own POs

Starts on: Open RFQs

Requester

Department user who submits a need and confirms authorised non-stocked deliveries at their desk.

Can

  • Manage own purchase requisitions and requisition lines only while Draft
  • Withdraw Submitted requests to a new Draft revision, cancelling pending steps and invalidating the old packet before editing
  • View own request approval steps and spend approvals
  • View Items and Categories and status of resulting purchase orders
  • Confirm own non-stocked desk Receipts and receipt line items only against issued orders and while not the Buyer
  • Raise draft blanket releases and blanket release lines within an approved agreement open to own Department and cost center

Can't

  • Read contract rate contract price, PO line items.contract price, RFQ responses.total quoted price or other requesters records
  • Mutate Posted receipts or approved requests

Starts on: My Open Requisitions

Approver

Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.

Can

  • View purchase requisitions, requisition lines, purchase orders, PO line items, PO amendments, PO amendment lines, master agreements, spend approvals and spend approval lines for assigned Pending approval steps, and retain read access to packets self approved
  • Propose own approval delegations for independent approval
  • View department aggregate category spend
  • Can see proposed PO prices and exception decision evidence required for the decision
  • business labels CFO, CEO and Committee require explicit approval matrix approver user, not undeclared application roles

Reviews and approves

  • Approve or reject own eligible approval steps with Comments and actual actioned by

Can't

  • See negotiated contract rate contract price or PO line items.contract price, other queues, or edit source content

Starts on: Requisitions Awaiting My Approval

Receiving Clerk

Inspects dock arrivals, records acceptance and raises controlled returns.

Can

  • Manage Receipts and receipt line items with Source dock entry or supplier ASN at non-WMS-managed Locations until Posted
  • Record Disputed arrivals for Blocked suppliers without accepted posting
  • Raise supplier returns and independently authorise eligible returns
  • View issued purchase orders, PO line items, Suppliers, Items and Locations
  • corrections require linked reversal events

Reviews and approves

  • Verify ASN before posting

Can't

  • Receive own-buyer orders, approve or amend POs, or edit Posted receipts

Starts on: Lines Awaiting Receipt

Supplier

External seat restricted to its own purchasing relationship and published evidence.

Can

  • View own issued purchase orders and PO line items
  • Acknowledge current eligible order and amendment revisions
  • View invited RFQs and RFQ lines
  • Submit own RFQ responses and RFQ response lines within the deadline, with no in-place edit after submission
  • Withdraw and create a replacement revision before deadline
  • View own Receipts, receipt line items, supplier returns and Published supplier performance
  • Update own supplier contacts and submit own supplier certifications as Pending

Can't

  • Access internal users, approval matrix, contract rates, competing responses, unpublished scorecards or another supplier records
  • Post receipt acceptance

Starts on: My Open Orders

Controller

Finance reviewer of commitment, migration control totals and supplier performance, and signer for assigned Controller rules.

Can

  • View purchase requisitions, requisition lines, purchase orders, PO line items, PO amendments, PO amendment lines, blanket releases, blanket release lines, master agreements, Receipts, receipt line items, supplier returns, match exceptions, supplier performance, spend approvals, spend approval lines, commitment allocations and relevant procurement events
  • Independently review migration batches and reconcile integration deliveries
  • Run Open Commitment, Spend by Category, Spend by Supplier, PO On-Time Delivery and Master Agreement Burndown

Reviews and approves

  • Approve only own eligible approval steps under Controller rules

Can't

  • Change operational amounts, supplier state or another signer decision

Starts on: Requisitions Awaiting My Approval

Viewer

Read-only executive view of scoped aggregate purchasing and published supplier performance.

Can

  • View Suppliers without EIN, Items without base price, Categories, purchase orders with prices and individual approval details masked, and master agreements without total commit, Spent or Remaining
  • View only Published supplier performance aggregate scores, coverage and sample sizes with total spend masked
  • Run Spend by Category, Spend by Supplier and PO On-Time Delivery in aggregate
  • No writes or access to contract rates, RFQ responses, raw receipt evidence, individual spend approvals or approval steps

Set up Procurement your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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