Settings
Who can do what
| What | Controller1 person | AP clerk2 people | Requester1 person | Admin1 person |
|---|---|---|---|---|
| Approve or send back a variance over toleranceOn an invoice held for the controller | Yes | No | No | No |
| Check a capture, rule on a duplicate, log a call-back, pick the POOn an invoice that needs an AP clerk | Yes | Yes | No | No |
| Send the agent's request to a vendorAfter a variance is sent back | Yes | Yes | No | No |
| Confirm a service was doneOn a service invoice | No | No | Their own | No |
| Confirm a non-PO bill was expectedOn a non-PO vendor's bill | No | No | Their own | No |
| Change the PO an invoice is linked toOn an invoice not yet billed | Yes | Yes | No | No |
On today's open invoices. "Own" means on the services they raised. Receiving, the CFO and purchasing work in accounting, not here.
Nobody covers the approval yet, so it waits while whoever signs off is away (“Who covers”, on the rules tab).
The roles
Controller
Sets the tolerances, the caps, who signs off and who covers; approves or sends back a variance over tolerance up to their limit, never on a PO they raised; and can do what an AP clerk does on an invoice.
Can't: rule above their limit (the CFO does), or change the model and the key (admin does).
AP clerk
Works the invoices the agent couldn't finish: checks a capture, rules on a possible duplicate, logs the call-back on a changed remit-to, picks the PO, and sends the agent's request to a vendor. Approves and posts bills in accounting.
Can't: rule on a variance over tolerance, or change a vendor's bank details.
Requester
Confirms whether a service on a PO they raised was done.
Can't: see or change anything else on an invoice.
Admin
Keeps the setup: the AP inbox, the accounting connection, the team chat channel, the model and the key; can say the controller is away today.
Can't: rule on, correct or send anything on an invoice.