Permission Required: Users with the Admin Profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
In Volopay, procurement operations are structured around defined user roles to ensure smooth workflows, data security, and responsibility segregation. Assigning the right roles ensures that each user only sees and manages what’s relevant to their tasks—helping organizations maintain both control and speed in procurement.
Procurement Operation Roles
1. Procurement Clerk
Purpose: Enables team members to initiate and draft purchase orders (POs).
Best for: Administrative staff, team assistants, or anyone responsible for starting the procurement process.
How to Assign:
Navigate to Procurement > Settings > Add Procurement Clerks.
Or go to Company Settings > Roles and Permissions, and assign the Procurement Clerk role to the relevant user.
2. Procurement Manager
Purpose: Manages the full procurement lifecycle, including PO creation, item receipts, and invoice tracking.
Best for: Procurement leads, finance managers, or department heads responsible for overseeing purchases.
How to Assign:
Assign directly via Procurement Settings.
Or through Company Settings > Roles and Permissions, assign the Procurement Manager role.
Inventory & Fulfillment Roles
3. GRN Manager
Purpose: Oversees the Goods Received Notes (GRNs), ensuring accurate tracking of what was received vs. what was ordered. Can attach GRNs directly to active POs.
Best for: Warehouse staff, inventory controllers, or fulfillment managers.
How to Assign:
Go to Company Settings > Roles and Permissions.
Assign the GRN Manager role to the appropriate user.
4. Inventory Manager
Purpose: Manages the product catalog, including SKU descriptions, categories, and vendor-specific pricing. Maintains up-to-date procurement data.
Best for: Category managers, procurement analysts, or vendor relationship managers.
How to Assign:
Navigate to Company Settings > Roles and Permissions.
Assign the Inventory Manager role to the relevant user.