Quadient AP User Roles & Permissions

Modified on Thu, 17 Oct, 2024 at 2:48 PM

Users can have multiple roles within Quadient AP. Each role provides a specific set of permissions and visibility in each module. Below is a breakdown of each module's roles and permissions. If you need to change your role, please contact your System Administrator. For any questions about roles or permissions, please contact our Support Team.

Expense Module Roles & Permissions

Permission	Expense Creator	Expense Administrator
Can create an expense	Yes	Yes
Can code an expense	Yes	Yes
Can view their own expenses	Yes	Yes
Can view all expenses	No	Yes
Can approve an expense	No	Yes
Can change an expense payee	No	Yes

Invoice Module Roles & Permissions

Permission	Invoice Lead Assigner	Invoice Creator	Invoice Coder	Invoice Approver	Invoice Super Approver	Invoice Exporter	Invoice Administrator
Can assign invoices to themselves or other users from the Document Inbox	Yes	No	No	No	No	No	Yes
Can create an invoice	No	Yes	No	No	No	No	Yes
Can code an invoice	No	No	Yes	No	No	No	Yes
Can submit an invoice for approval	No	No	Yes	No	No	No	Yes
Can approve an invoice	No	No	No	Yes	Yes	No	Yes
Can change coding while approving an invoice	No	No	No	No	Yes	No	Yes
Can export an invoice	No	No	No	No	No	Yes	Yes
Can access the SmartSync tab	No	No	No	No	No	Yes	Yes
Can reset their own invoice	No	No	Yes	No	No	No	Yes
Can delete their own invoice	No	No	Yes	No	No	No	Yes
Can reset other users' invoices	No	No	No	No	No	No	Yes
Can view invoice approval channels	No	No	No	No	No	No	Yes

Purchase Order Module Roles & Permissions

Permission	PO Creator	PO Approver	PO Super Approver	PO Administrator
Can create a PO	Yes	No	No	Yes
Can code a PO	Yes	No	No	Yes
Can submit a PO for approval	Yes	No	No	Yes
Can approve a PO	No	Yes	Yes	Yes
Can change coding while approving a PO	No	No	Yes	Yes
Can reset their own PO	No	No	No	Yes
Can reset a PO	No	No	No	Yes
Can delete a PO	No	No	No	Yes
Can view PO Approval Channels	No	No	No	Yes

Payment Module Roles & Permissions

Permission	Payment Creator	Payment Approver	Payment Super Approver	Payment Administrator
Can create a payment	Yes	No	No	Yes
Can code a payment	Yes	No	No	Yes
Can submit a payment for approval	Yes	No	No	Yes
Can approve a payment	No	Yes	Yes	Yes
Can change coding while approving a payment	No	No	Yes	Yes
Can release a payment	No	No	No	Yes
Can export a payment	No	No	No	Yes
Can reset a payment	No	No	No	Yes
Can view Payment Approval Channels	No	No	No	Yes

Administrator Roles & Permission

Permission	Expense Administrator	PO Administrator	Invoice Administrator	Payment Administrator	System Administrator	Read Only
Can view all expenses (depending on Org Unit Access)	Yes	No	No	No	Yes	No
Can view all purchase orders (depending on Org Unit Access)	No	Yes	No	No	Yes	Yes
Can view all invoices (depending on Org Unit Access)	No	No	Yes	No	Yes	Yes
Can view all payments (depending on Org Unit Access)	No	No	No	Yes	Yes	No
Can perform all actions in the Expense module & view Expense Approval Channels	Yes	No	No	No	Yes	No
Can perform all actions in the PO module & view PO Approval Channels	No	Yes	No	No	Yes	No
Can perform all actions in the Invoice module & view Invoice Approval Channels	No	No	Yes	No	Yes	No
Can perform all actions in the Payment module & view Payment Approval Channels	No	No	No	Yes	Yes	No
Can create & edit Approval Channels	No	No	No	No	Yes	No
Can run reports	Yes	Yes	Yes	Yes	Yes	Yes
Can create new users	No	No	No	No	Yes	No
Can edit users' roles and access	No	No	No	No	Yes	No
Can deactivate users	No	No	No	No	Yes	No
Can create & edit Legal Entities and Org Units	No	No	No	No	Yes	No