Viewer
Read-only executive view of scoped aggregate purchasing and published supplier performance.
Can
- Access assigned records
Starts on: Supplier performance
- Purchase Order System
- Roles and access
Who can do what in Purchase Order System
Assign purchasing work and decision authority to the people responsible for each handoff.
How permissions work
Request ownership
Requesters work within the departments and cost centers assigned to them. Agree who can prepare a request on another person's behalf before the pilot.
Independent decisions
Approvers decide within the effective rule, amount band and delegation scope. Buyers prepare the purchase and carry the approved decision into an order.
Supplier boundaries
Supplier access stays within the supplier's own purchasing relationship and permitted published evidence. Internal award discussions and another supplier's response remain restricted.
Receiving responsibility
Receiving Clerks record physical acceptance at their locations. Requesters confirm authorized desk deliveries within the agreed purchasing scope.
Financial review
Controllers review commitment, migration totals and the accounts payable handoff. Viewers use scoped summaries and published performance.
Who can do what
| Role | Requisitions | Approval control | Sourcing | Purchase orders | Agreements and releases | Receiving and exceptions | Supplier management |
|---|---|---|---|---|---|---|---|
| Viewer | — | — | — | — | — | — | — |
| Controller | — | — | — | — | — | — | — |
| Supplier | — | — | — | — | — | — | — |
| Receiving Clerk | — | — | — | — | — | — | — |
| Approver | — | — | — | — | — | — | — |
| Requester | — | — | — | — | — | — | — |
| Buyer | — | — | — | — | — | — | — |
| Procurement Manager | — | — | — | — | — | — | — |
Each role in detail
Controller
Finance reviewer of commitment, migration control totals and supplier performance.
Can
- Access assigned records
Starts on: Agreement schedule
Supplier
External seat restricted to its own purchasing relationship and published evidence.
Can
- Access assigned records
Starts on: Supplier performance
Receiving Clerk
Inspects dock arrivals, records acceptance and raises controlled returns.
Can
- Access assigned records
Starts on: Receiving queue
Approver
Named department head, budget owner, CFO, CEO or committee representative holding the application Approver role.
Can
- Access assigned records
Starts on: Requisition review
Requester
Department user who submits a need and confirms authorised non-stocked deliveries at their desk.
Can
- Access assigned records
Starts on: Receiving queue
Buyer
Runs sourcing, draft orders, change requests, expediting and procurement-side exception resolution.
Can
- Access assigned records
Starts on: Agreement schedule
Procurement Manager
Owns supplier decisions, signed agreements, rate activation, price exceptions, sourcing review and published performance.
Can
- Access assigned records
Starts on: Agreement schedule
Set up Purchase Order System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.