Purchase Order permissions
Admin>User Groups
Overview
Permissions control which Purchase Order screens and actions a user can see and use — for example, whether they can open a Purchase Order, add lines, receive parts, reverse a receipt or close the PO. An administrator grants permissions by adding the user to a user group that includes them (Admin, then User Groups). Refer to User Group Maintenance and User Permission Definitions Chart. Use this reference to look up what a specific permission controls; it does not describe how to set up user groups or assign them.
The permission names below are the names shown on the User Group screen, where they are grouped under Purchasing > Purchase Orders. Purchase Order permissions are granted per facility: they are checked against the facility of the Purchase Order, so a user can have a permission in one facility and not another. Your list may be shorter than the one below if your setup does not include a feature (for example Quick PO or requisitions).
Start with Access POs. It is the gate for the whole Purchase Orders area. Every other permission in this group acts on a screen that only opens with Access POs, so a user who is missing it will not see the Purchase Orders menu no matter what else they have been given. If a user can see Purchase Orders but cannot do something on one, look at the specific permission for that action and confirm it is granted for the PO’s facility.
Reference content
Access and viewing
Permission | What it allows | Notes |
|---|---|---|
Access POs | View the Purchase Orders menu and everything under it: the Purchase Orders list (POs and Open PO Lines), the PO record and its tabs, PO lines and line detail, PO receipts and receipt history, requisitions and requisition lines, PO approvals, invoice match and PO notes. | Required to see Purchase Orders at all. Read only: it does not allow creating, editing, receiving, approving, closing or reversing anything. Also controls whether that user can read PO, PO line and PO receipt custom field values, and whether Ron360 may answer questions about that user’s PO, requisition and receipt data. |
Creating and editing
Permission | What it allows | Notes |
|---|---|---|
Add Purchase Orders | Create a new Purchase Order and add lines to an existing one, including requisition lines and stock-needed requests. | Adding a line for a part that is not on file also needs Order Non-file Parts. |
Edit Purchase Orders | Edit the PO header and its lines: line quantities, prices and moves, PO and line notes, freight and tax lines, receipt invoice details, undo a deleted line, and revoke a pending approval. | The broadest edit permission on the PO itself. Also used for requisition edits. |
Delete Purchase Orders | Delete a line from a Purchase Order (and undo that delete). | Removes lines, not the Purchase Order itself. Refer to Purchase Order Lines. |
Purchase Orders Bulk Actions | Select several PO lines and move or delete them in one step. | Bulk receive and bulk reverse use the receiving permissions below, not this one. |
Update Account Number | Change the account number on a Purchase Order or PO line. | Without it the account field is read only even for a user who can otherwise edit the PO. |
Order Non-file Parts | Add a PO line for a part that does not exist in the parts file. | Shows the extra option on the Add Part dialog when adding a line. Users without it must pick an existing part. |
Manage PO Chargeable Options | Change the chargeable / purchase settings on a part record that control how the part is bought. | Sits in this group because it affects ordering; the field itself is on the part record. |
Receiving
Permission | What it allows | Notes |
|---|---|---|
Receive Purchase Order Lines | Receive one line or several lines at once, including receipts captured from a scanned or uploaded invoice. | This is the permission that actually allows receiving. Refer to Receiving Purchase Order Items. |
Allow Reverse PO Receipts | Reverse a receipt, singly or in bulk, from the PO Receipts tab. | Puts the received quantity back on order and removes it from inventory. Refer to Purchase Order Receipts. |
Create Quick Purchase Order | Open Quick PO and create a PO that is received in the same step. | Also controls whether Quick PO appears in the Purchase Orders sub menu. Refer to Quick PO. |
Receive Parts | Listed on the User Group screen for compatibility. | Receiving is controlled by Receive Purchase Order Lines; if a user cannot receive, check that one first. |
Receive Quick Purchase Orders | Listed on the User Group screen for compatibility. | Quick PO is controlled by Create Quick Purchase Order. |
Closing and reopening
Permission | What it allows | Notes |
|---|---|---|
Close Purchase Orders | Close a Purchase Order once its lines are received. | Refer to Closing Purchase Orders. |
Reopen Purchase Orders | Reopen a closed Purchase Order. |
Common questions
A user does not see Purchase Orders in the menu. They are missing Access POs, or have it only in a facility they are not working in. Check the user group first; the browser is rarely the cause.
A user can open a PO but the Receive button is missing or gives a permission message. Add Receive Purchase Order Lines for that facility. Reversing a receipt is separate (Allow Reverse PO Receipts).
A user can edit a PO but not its account number. Add Update Account Number.
A user cannot add a part that is not in the parts file. Add Order Non-file Parts.
Quick PO is missing from the sub menu. Add Create Quick Purchase Order; Quick PO must also be included in your setup.
Refer to Work Order permissions for the equivalent Work Order reference.
Refer to User Group Maintenance.
Refer to User Permission Definitions Chart.