Vroozi Roles Directory

Descriptions including permissions and details for each user role. 

Admin Interface Roles

Purchase Administrator (Master Data)

Vroozi Module: Purchase

Permissions:

• Set up and maintain the company’s Master Data including: 
  • Content Access Mapping (restricts the catalog content users can view)
  • Data Mapping (material groups, unit of measure, currencies)
  • External Web Service Integration
  • Order Approval Workflow Rules
  • Organizational and Accounting data
  • BuyRoute Configuration
• View all catalog content within the company, without any restrictions. 
• Administer user accounts and set up content access rules. 

Additional Details:

• A company can have multiple users which have the Administrator role assigned to them
• Admins have access to every area of the Vroozi SpendTech Procure to Pay + Marketplace platform and the ability to configure company-wide settings. 

Master Administrator

Vroozi Module: Catalog

Permissions:

• Access to every area of the smartOCI and have the ability to configure company-wide settings. 
• Perform any actions on catalog content within their company.
• View all catalog content within the company, without any restrictions. 
• Administer user accounts and set up content access rules. 
• Set up and maintain the company’s Master Data. Including: 
  • Content Access Mapping (restricts the catalog content that users can view and access)
  • Data Mapping (material groups, unit of measure, vendor ids, currencies)
  • External ERP Integration
  • Content Approval Workflow Rules

Additional Details:

• A company can have multiple users which have the Master Admin role assigned to them
• A Master Administrator automatically inherits all other Catalog user roles; except the Power Shopper role.

Catalog Administrator

Vroozi Module: Catalog

Permissions:

• Administer catalog content in their company, if given the appropriate Content View assignments. 
  • Can only access content within their assigned Content View(s)
• Administer user accounts which have Content Approver, Buyer, Supplier, Shopper or Shopper Only Access roles assigned to them. 
  • Content Admin users will only be able to view/administer user accounts with the same Content View assignments on their profile
• View and manage Supplier records in Vroozi Catalog (smartOCI)

Additional Details:

• Can only be assigned by a Master Administrator.

Unable to:

• Configure a company’s Master Data or change company wide settings.

Purchasing and Receiving Roles

Buyer

Vroozi Module: Purchase

Permissions:

• Can access both Vroozi Catalog (smartOCI) and Vroozi Purchase
• May only access catalog content in Catalog based on their assigned Content Views
• Manually create purchase orders (PO) in Vroozi Purchase
• Add non-catalog line items to manually created POs in Vroozi Purchase
• Compile POs, using line items from approved PRs
  • Buyers can only see items from approved PRs, if those items are automatically assigned by the system, to the Buyer’s relevant Buyer Group
  • Modify an existing PO
• Finalize and submit POs, sending them to the relevant suppliers

Additional Details:

• A company can have many users with the Buyer role assigned to them
• Buyers can only be associated to a Buyer Group by Administrators

Unable to:

• Administer, create, update or delete any catalogs in the Content Manager

Central Receiver

Vroozi Module: Purchase

Permissions:

• Receive against all Company Purchase Orders.
• Complete returns against received Purchase Orders.

Additional Details:

• Can be assigned as a single role or in combination with the Requester role. (next category)

Shopper Interface Roles

Purchase Requester

Vroozi Module: Purchase

Permissions:

• Create purchase requests 
• Create catalog and non-catalog free text line items in a purchase request 
• Bulk upload line items against a purchase request. 
• Add attachment(s) against a purchase request. 
• Access the request status page to track the status of their purchase requests.
• Access the purchase order status page to track the status of the company’s purchase orders. 
• Access the receipt status page to  track the goods receipts against purchase orders and once received can perform a goods receipt against items from their purchase order.

Additional Details:

• Spending threshold and specific approver can be set for each individual Requester. Otherwise approval will default to global settings. 

Shopper Express

Vroozi Module: Express

Permissions:

• Create unique lists/carts that can be shared with their prospective power shoppers.
• Track their orders from their ‘List Status Page’.

Additional Details:

• A hybrid role with specific access to Catalog Content only.
• No accounting data is required to submit an order.

Power Shopper

Vroozi Module: Express

Permissions:

• View and process user defined lists, that have been shared with them by a Shopper Express user.
• Add a list to the Shopping cart, and checkout the contents to an external ERP system. The ERP system is used for further processing of the order. 
• Dismiss a shared list by selecting ‘Remove’

Additional Details:

• A company can have multiple users with the Power Shopper role assigned to them
• Can only view shared lists from Shopper Express users, as long as they have the same Content Groups assigned. 
• Role can only be administered by Master Admins

Marketplace Shopper

Vroozi Module: Marketplace

Permissions:

• Shop from pre-approved catalogs.
• Create free text requests. 
• Create unique lists which can be shared with other shoppers.

Additional Details:

• Launch of Marketplace is generated from an ERP system.
• Checkout of a Shopping Cart is completed in an ERP system. 

Vroozi Expense

Vroozi Module: Expense

Permissions:

• Create expense reports for personal spending and submit to the company’s financial approver to be reimbursed. 
• Take pictures of receipts and add to expense ‘Wallet’ to be used for future use. 
• Track mileage - if used by a buying organization.
• Access the expense status section to keep track of submitted expenses. 

Additional Details:

• Employees submitting personal expenses for reimbursement.

Approver Roles

Content Approver

Vroozi Module: Catalog

Permissions:

• Approve or reject catalog content that is assigned to their Content Views. 

Additional Details: 

• A company can have multiple users which have the Content Approver role assigned to them. 
• Content Approvers can only be administered by Master Admins and Content Admins
• Can be associated directly to catalogs or to a Supplier record.
  • When assigned to a Supplier, they are automatically associated to all catalogs belonging to that Supplier.

Unable to:

• Administer other user accounts 
• Administer Supplier records
• Administer any catalog content, other than Approving or Rejecting the content 
• View any catalog content outside of their assigned Content Views

Purchase Approver

Vroozi Module: Purchase

Permissions:

• View any Requisition assigned to them and approve, or reject them

Unable to:

• Create new Requisitions.
• Make any changes or modifications to the company’s Master Data, or companywide configurations.
• Administer any other user or supplier records.

Additional Details:

• Buying organizations may have multiple approvers assigned to a single requisition through the use of Approval Limits & the enablement of the Staircase Approval Workflow.

Sourcing Approver

Vroozi Module: Sourcing

Permissions:

• Filter and edit Purchase Requests (PRs) prior to financial approval. 
• Approve or Reject PRs.

Additional Details:

• A company can have multiple users with the Sourcing Approver role assigned to them

Accounts Payable Roles

Vroozi Module for all Roles: Invoice

AP Processor

Permissions:

• Create and submit Invoices including:
  • Submit Invoices for approval
  • Submit Invoices for coding
  • Submit Invoices for Exception Handling
• Assign Invoices to other AP Processors or Managers
• Park Invoices
• Track Invoices submitted for approval and coding.
• If ‘Coding’ permission is assigned to AP Processors, they can enter or modify Invoice accounting information when it is submitted to them for coding.

AP Approver

Permissions:

• Review Invoices submitted for approval, and ‘approve’ or ‘reject’ them.
• If ‘coding’ permission is assigned to AP Approvers, they can enter or modify Invoice accounting information.
• If ‘editing’ permission is assigned, Approvers can modify the information on an Invoice when it is submitted to them for approval.

AP Auditor

Permissions:

• May only view invoices from the specific business units or locations assigned to them. 
• Retrieve, view and run reports on specific invoices in the following statuses 
  • Posted
  • Paid
  • Partially Paid

Additional Details:

• May not be combined with AP Manager or Processor roles. 

AP Manager

Permissions:

• Able to perform all the tasks that an AP Processor and Approver can do. 
• Intercept and approve an Invoice that is pending approval from any AP Approver. Once an AP Manager intercepts and approves an Invoice the status becomes ‘Approved’ and does not require approvals from subsequent approvers, if any.

Additional Details:

• Only AP Managers are able to post Invoices to external systems.

Supplier Portal Roles - Supplier Users 

Vroozi Module for all Roles: Supplier Portal

Administrator

Permissions:

• Create new Portal users
• Edit Company Profile
• Add comments to POs and Invoices
• Create all transactional documents

Order Processor  

Permissions:

• Reject & Confirm POs
• Create Invoices and ASNs
• Add comments to POs and Invoices

Content Manager

Permissions:

• Manage Vroozi Catalog content with a single sign on via the Portal.
• Create Catalogs

Additional Details:

• Before going ‘Live’ any changes to Catalogs made will be subject to approval by buying organization users 

Unable to:

• Approve, publish or delete catalogs. 
• Make changes to the parent supplier record