Managing Certify AP User Permissions

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As a Certify AP Administrator, you have the ability to manage permissions for yourself and for other employees in your company. Permission categories include PurchasesInvoicesMiscellaneous, and Reports. All permissions can be inherited with the exception of approval permission. Permission assigned in a department applies to that department and all its child or sub-departments.

This article will show you, an Accounts Payable Administrator, how to manage company permissions.

Step 1: On your Certify homepage, click the down arrow next to Certify then click AP.

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Step 2: This is your Certify AP dashboard. Click the gear icon.

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Step 3: This is the Department Configuration page. Click the plus icon next to users to expand the menu.

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Step 4: Click the user you'd like to edit from the list below.

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Step 5: Click the Permissions tab.

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Step 6: Any permission that is currently checked is a permission that is currently assigned to the user. To add new permissions, click the checkbox.

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Permissions include:

Company-Wide Only Permissions include:

  • Central Ordering: Mark this checkbox to set this employee as the employee who generates and places purchase orders for your company.
  • Card Administrator: This is a company-wide only permission. Having a Card Administrator enables your company to pay Invoices with credit cards instead of ACH. To record a credit car payment, the Card Administrator uploads the charges to credit cards and the Invoice submitters connect the relevant Invoice to the credit card in Certify. Mark this checkbox to enable the employee to:
    • Add New Credit Cards and Card Accounts
    • Reassign Charges
    • Delete Charges
  • Manage Dept./Vendor Association: Mark this checkbox to enable the employee to restrict certain vendors to certain departments.
  • Void Transactions: Mark this checkbox to enable this employee to void transactions. This permissions enables the employee to void transactions based on their status. For example, if the transaction is still in the Purchase Requisition stage, this employee can void the Purchase Requisition. If a transaction is in the Purchase Order stage, the employee cannot void the transactions Purchase Requisition but can void the Purchase Order.
  • Aging Report: Mark this checkbox to enable the employee to view the Aging Report, which shows the status of transactions that have been routed but not approved.
  • Change History: Mark this checkbox to enable the Administrator to see a history of the changes any Administrator has made to a department's record in Certify Purchasing.
  • Receiving Report: Mark this checkbox to enable the employee to run the Receiving Report, which shows what items your company has received or is waiting to receive and any associated Purchase Order, Packing List, and Invoice.
  • Transaction History Report: Mark this checkbox to enable the employee to run the Transaction History Report, which shows information about each line item in Certify Purchasing. This information includes the line item's submitter, approver, pricing, ordering information, and change history information.
  • User Approval Report: Mark this checkbox to enable to run the User Allowance Report, which compares each employee's allowance to their spending.
  • View Voided Invoices: Mark this checkbox to enable the employee to run the View Voided Invoices Report, which shows information about Invoices that have been voided.

AP Permissions include:

  • Approve Requisitions: Must be checked for admins to be able to approve purchase requisitions.
  • Enter Packing List and Requisitions: Must be checked for users to be able to enter packing lists and purchase requisitions. 
  • Accounting Review: When checked will send purchase items to an accountant for review after all other approvers, for example, S.A.F approvers or UBA, have reviewed it, providing a final check before the invoice is exported to your accounting system.
  • Approve Invoices: Must be checked for admins to approver invoices.
  • Check Invoices: Must be checked for users to be able to access Unassigned Invoice Queue.
  • Enter Invoices: Must be checked for users to be able to enter invoices.

Miscellaneous Permissions:

  • Add/Edit Categories: Mark this checkbox to enable the employee to add, edit, or delete categories from the company catalog.
  • Add/Edit Products: Mark this checkbox to enable the employee to add, edit, or delete products from the company catalog.
  • Add/Edit Vendors: Mark this checkbox to enable the employee to add, edit, or delete vendors from the company catalog.
  • Administrator: Mark this checkbox to make the employee a Certify Administrator within Certify AP. If you mark this checkbox for an employee who is in the company-level, the employee is an Administrator for the entire company. If you mark this checkbox for an employee who is in the department below the company-level, the employee only has Administrator permissions in that department and its sub-departments.
  • Approval Delegate: Mark this checkbox to enable the Certify Administrator or an employee with approval permissions to make this employee a delegate approver.
  • Configure Budgets: Mark this checkbox to enable the employee to set up, delete, and edit:
    • Budgets
    • Projects
    • GL Accounts
    • GL Codes
    • Groups of GL Accounts

Report Permissions include:

  • Budget Report: Mark this checkbox to enable the employee to view the Budget vs. Actual Report for their department. This report compares the budget to actual spending.
  • Company Data Report: Mark this checkbox to enable the employee to run the Company Data Report, which shows company lists (vendors, products, GL Accounts, catalog categories) and company-wide employee transaction data.
  • Invoice Status Report: Mark this checkbox to enable the employee to run the Invoice Status Report, which shows the status of all Invoices in Certify AP.
  • Open PO Report: Mark this checkbox to enable the employee to run the Open PO Report, which shows all open Purchase Orders by department, date range, or vendor.
  • PO Accrual Report: Mark this checkbox to enable the employee to run the PO Accrual Report, which shows the status of transactions that may need to be accrued according to your company's processes.
  • Project Report: Mark this checkbox to enable the employee to run the Project Report, which shows the amount spent on each project.
  • Spending Report: Mark this checkbox to enable the employee to run the Spending Report, which shows company spending by product category or vendor.
  • Transaction Report: Mark this checkbox to enable the employee to run the Transaction Report, which shows information about each transaction (Requisitions, Purchase Orders, and Invoices). This information includes the requestor of the transaction, the date, and the total amount.
  • User Spending Report: Mark this checkbox to enable the employee to run the User Spending Report, which shows how much each employee in their department spent on Purchase Requisitions, Purchase Orders, and Invoices.
  • Users Report: Mark this checkbox to enable the employee to run the Users Report, which shows names, departments, and other information about all active Certify Purchasing employees.

Administrative Permissions include:

  • Category Purchasers: Enables a Certify Administrator to create Category Approvers (employees who approve Purchase Requisitions for specific product categories) and Category Buyers (employees who create and place Purchase Orders for specific product categories).
  • Customize POs: Enables a Certify Administrator to customize Purchase Orders to suit their company's specific needs.

Step 7: Click Update Permissions to save the changes.

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