Organization and access

Organization records identify trading entities by name, code, time zone and currency. Suppliers and team members belong to an organization; a purchase request and customs declaration also carry an organization reference. A team member connects to a platform user identity and carries a role name. These links give the Admin a starting point for checking who should work on each case.

• Trading entity. Keep organization code, time zone, currency and active state with each business unit.
• Membership. Link each active team member to a platform user and the organization that owns their work.
• Counterparty boundary. Compare supplier, purchase and declaration organizations before assigning access or reviewing a case.

Agree the organization code and currency before importing active suppliers and members. The purchase request records its amount in USD, even when the organization’s currency is different. The Admin should decide how that difference will be handled in downstream finance work; the record should not be read as a converted ledger entry.

Choose who maintains organization and team member records, including active flags and user links. Decide how the Buyer is assigned to a purchase within the same organization as its supplier. Rehearse access with another organization so the Admin can find a mismatched supplier or declaration link before the operating cycle expands.

Set up a pilot organization and active team member, then add an active supplier in that organization. Assign the Buyer as owner of a purchase request and link a declaration to the same organization. The Trade Operations Lead checks the chain before inviting more users into the operating cycle.

Have the Admin open the pilot Buyer’s team membership, platform user and organization, then trace the request to its supplier and declaration. A second participant should test the same case from a different organization. Record which references require correction before anyone uses the case for review or filing.

During the pilot, use a second user to confirm that identity and team membership point to the intended organization. Check a supplier from a different organization as an exception case before inviting the wider team.

• My purchase requests — Owner-linked purchases for the current team member.
• Active suppliers — Counterparties linked to the operating organization.

See the first handoff and the next decision for a case-level rehearsal.