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Set up your business
Business codes, people and their purchasing capabilities, approval policies and delegation.
Everything here is in the Settings tab, which only the owner sees. Do it once, before the first request.
Business codes
Under Business and authority, fill in:
| Field | What it holds | Example |
|---|---|---|
| Business name | The name at the top of the Overview | Northside Studio |
| currencies (comma separated) | Every currency you buy in | AUD, USD |
| locations (comma separated) | Where things are delivered | Sydney, Melbourne |
| costCentres (comma separated) | Who pays | Operations, Marketing |
| projects (comma separated) | What it's for | Fitout, Office |
Choose Save business. Requests pick from these lists, so add a code here before anyone needs it.
People and capabilities
Each person gets one or more purchasing capabilities:
| Capability | What it lets them do |
|---|---|
| requester | Draft requests, attach evidence and submit them for approval |
| approver | Approve, return or reject requests within their policies |
| buyer | Keep suppliers and the catalogue, generate and issue purchase orders, record invoices, download the accounting CSV |
| receiver | Record deliveries, rejections and returns against issued orders |
Under People, enter the person's name, email and capabilities (for example requester, receiver), keep them Active and choose Save member. Then, under Invite saved member, enter their email and choose Send local invitation. They sign in from the link in the local outbox.
A person who signs in without a saved capability sees the workspace but can't do any purchasing. The owner keeps owner access.
Approval policies
A policy says who may approve what. Under Approval policies, set:
- Policy name and Approver email.
- Currency, then the Category and Project it covers.
*means all. - Authority limit: the largest single request this approver may approve, entered as currency text, for example
10,000.00for AUD 10,000.00. - Budget: the total this policy may approve, entered as a currency amount.
Every line of a request must match the policy's category and project. Nobody can approve their own request. Two approvals made at the same moment can't spend past the budget.
To change a policy, choose Edit policy beside it.
Delegation
When an approver is away, the owner can hand their authority to someone else for a while. Under Delegation, choose the policy, enter the Delegate email, when it Expires and the Reason, then Delegate approval. The delegation ends at its expiry. Decisions made under it say so in the request's Decision history.
Approvers can delegate their own policies and revoke them from the Authority tab.