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Who can do what with vendors

Approve is its own permission, and that is the whole design.

Vendors are where money leaves the business. The permissions are shaped around that.

The vendor permissions

PermissionLets them
ViewSee vendors.
CreateAdd one.
EditChange one — including the bank account.
DeleteRemove one.
ApproveClear one to be ordered from and paid.

Approve being separate from create and edit is the entire point of this screen. Everything else follows from it.

Edit is more dangerous than it looks. Whoever can edit a vendor can change the bank account, and the money follows the bank account. Treat edit with the same care as approve, and keep them apart from each other.

The vendor dashboard

Its own view permission. It shows what you spend and who you owe, which is not something everybody who raises a purchase order needs to see.

Procurement is a separate module

Purchase orders, bills, debit notes and payments live under Procurement, which requires Vendors — you cannot switch on purchasing without the supplier records underneath it.

WhatActions
Purchase ordersAll ten — view, create, edit, delete, export, import, approve, print, convert, share.
Purchase billsAll ten.
Debit notesAll ten.
Payments madeView, create, edit, delete.

A layout that works

RoleVendorsOrdersBillsPayments
Purchase executiveView, create, editView, create, edit, print, shareViewNone
Purchase managerAll, plus approveAllView, create, editView
AccountsView, approve, editViewAllView, create
OwnerEverythingEverythingEverythingEverything

Two things to notice. The executive who raises orders cannot approve a vendor or release a payment. And accounts, who release payments, cannot raise the orders. Neither can complete a purchase alone, which is the oldest control there is.

Scope applies too

As everywhere else, each permission carries a scope — own, team, all or none — and the highest scope across somebody’s roles wins. For vendors most businesses want all: a supplier list that each person sees a different slice of causes duplicates.

Check it, do not reason about it

Make a real user on the role, sign in as them, and try to approve a vendor. Permissions are the one screen where nearly right is the same as wrong.

Where to go next

Next in vendors Their papers, and when they expire → What they supply, and what it costs →

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