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Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
In Volopay, assigning the right procurement roles ensures that individuals have the correct access and permissions throughout the procurement process. There are two key roles to assign:
Procurement Clerks: Responsible for creating and managing Purchase Orders (POs).
Procurement Managers: Oversee the entire procurement lifecycle, including creating and reviewing POs, managing receipts, and processing bills.
These roles can be assigned either through Procurement Settings or through Company Settings > Roles and Permissions. This flexibility allows for streamlined access control depending on your organization's needs.
Assigning a Procurement Clerk
Procurement Clerks are authorized to create and manage purchase orders on behalf of the company. They play a key role in the operational side of procurement.
Option 1: Via Procurement Settings
Navigate to Procurement → Settings.
Under General Settings, click on Add Procurement Clerks.
Select users from the dropdown list.
Click Save.
Option 2: Via Company Settings
Go to Company Settings → Roles and Permissions.
Select Procurement Clerk under Volopay Roles.
Add the relevant users.
Click Save.
Tip: Ensure that users are properly onboarded and trained on how to raise Purchase Orders through the platform to ensure smooth workflow.
Assigning a Procurement Manager
Procurement Managers oversee the entire procurement process, from drafting and approving POs to managing receipts and processing bills. They have end-to-end control over the procurement lifecycle, ensuring that all procurement activities are executed correctly and efficiently.
Option 1: Via Procurement Settings
Navigate to Procurement → Settings.
Under General Settings, click on Add Procurement Managers.
Select users from the dropdown list.
Click Save.
Option 2: Via Company Settings
Go to Company Settings → Roles and Permissions.
Select Procurement Manager under Volopay Roles.
Assign users from the dropdown.
Click Save.
Best Practices for Role Management
Regular Audits: Conduct periodic audits of procurement roles to ensure proper segregation of duties and compliance.
Role-Specific Assignments: Use Procurement Clerk roles for operational staff who will handle daily tasks like raising POs. Assign Procurement Manager roles to individuals who need strategic oversight of the entire procurement process.
Revoking Roles: When users change departments or leave the organization, ensure to promptly revoke their access to prevent unauthorized access.
Conclusion
Properly assigning roles in Volopay ensures that your procurement process is both efficient and secure. By following these steps, you can ensure that the right individuals have the right permissions, and your procurement workflow remains streamlined and compliant.