Execute open actions on an order on behalf of another user
As an administrator with the appropriate permissions, you can perform actions on orders awaiting review by other employees. This allows you to approve a pending action on an order so it can continue through the process. There are two conditions you must meet to review orders on behalf of others. This article explains these conditions.
1. Permissions within your administrator role
To review orders on behalf of others, this must be enabled in your role. Check this by reviewing your role under Application Management / Organization / Roles. Search for your name and job profile (if applicable) to locate your role. Open it using the magnifying glass icon. Under the Procurement section, look for the option 'Perform actions on behalf of others.' This option is visible only if you are a module administrator for the Procurement module. If this option is set to 'Yes,' you are authorized within your role to perform actions on behalf of others. If it is set to 'No,' you cannot. Edit your role or the job profile your role is based on to adjust this setting. Note that modifying a job profile affects all users with roles based on that profile.
2. Select the relevant employee in the Procurement / Orders menu
If your role is properly configured, navigate to the menu item Procurement / Orders. In this section, select the user whose order is currently under review from the 'Employee' filter on the left. If you do not know who this is, first search by the order number, open it, and review the pending action in the order details.
In the overview, hover over the order number with your mouse and click the hammer icon on the right side of the order. The order will open in a new window, and you can now perform the action on behalf of the employee. Once approved, the order will proceed further in the process.
Please note that the order will only be sent to the supplier once it has completed the full approval workflow. If you, as an administrator, approve an order on behalf of another employee, you are only completing their action. The order may still require approval from other employees. To fully approve the order, you must also complete the actions assigned to the subsequent employee(s).
Related Articles
Assess orders (procurement department)
If your organization is using this feature, you can find all order requests that need to be reviewed by the Procurement Department in the "Assess" menu section. These orders have already been approved through the configured authorization process. ...Assess orders
In Orders, you will find an overview of all orders that you have processed or still have to process. Click on an order line to perform any outstanding actions for that order. You can also sort orders by outstanding actions, on the left of the ...Assess suppliers
In the Procurement / Suppliers menu, you'll find the suppliers that need to be reviewed by the Procurement department. These are suppliers that have been requested to be added to Spend Cloud by employees who wish to place orders here. In the role of ...How does procurement in Spend Cloud work?
The Procurement module allows you to track the entire procurement process from order placement to delivery and payment. It is possible to configure whether employees can make purchases independently, which suppliers they can buy from, and up to what ...Configuration settings for Procurement
In the menu section Configuration Settings / Procurement, you will find settings that apply to the Procurement module. Also, read this article for more information on configuration settings. Make sure you understand what each setting does before ...