Managing access archive invoice processing

Managing access archive invoice processing

There are several options in Spend Cloud to provide a user with access to the invoice processing archive. In this article, we will delve into these options and how to configure them. At the bottom of this article, you'll also find frequently asked questions about accessing the Invoice Processing archive.

This article is intended for application administrators who want to know more about granting access to the Invoice Processing archive. If you are not an application administrator and want to learn more about the invoice processing archive, take a look at this article.

Standard Access

To grant a user access to the "Archive" menu within Invoice Processing, the user's role must have the "Archive" section enabled. In the rights, you can also specify whether the user can view linked files (attachments) and/or linked invoices, and optionally add and/or delete them. Additionally, you can grant a user access to the archive at the line level, where the archive is displayed at the invoice line level. Here, you can separately indicate whether a user can view, add, and/or delete linked files and/or linked invoices.

By default, a user in the archive sees only invoices where an action has been offered to the user, such as a review or (external) coding. Even if a user rejects an invoice, it will remain visible in their archive. A user does not see invoices in the archive where their opinion was requested but no other actions were taken. Having only standard access is especially applicable to users who do not work for the accounts payable department and therefore do not code and export invoices, except possibly externally coded invoices, such as budget holders.

Expanded Archive Access

If the "Module Administrator" slider in the rights set of the user's role is not enabled (more info in the next paragraph), when setting up the role or function profile, you can indicate whether to enable 'Expanded Archive Access.' If set to 'Yes,' the user, in addition to standard access, sees all invoices booked on the organizational unit to which the user has this role, and potentially organizational units under this OE. When working with multiple administrations, the user sees all invoices booked on these organizational units, regardless of which administration they are booked in. It does not matter whether the user has taken an action on the invoice. A user with expanded archive access does not see invoices booked on deleted organizational units.

Enable expanded archive access when adding a new role or editing an existing role or function profile.

Module administrator

When the "Module Administrator" slider is enabled in the rights set, the user gets a different and usually more extensive view of the archive. Module Administrator has a slightly different effect on the archive than 'Expanded Archive Access'; you cannot enable or disable this in a role/function profile when module administrator is enabled.

Enable Module Administrator by turning on the slider in the upper right corner of the rights set.

Note: When Module Administrator is enabled, the user also gains other permissions within Spend Cloud; more information can be found in this article.

A module administrator also has standard access to the archive, where they see all invoices on which they have taken action. In addition, depending on the configuration of your Spend Cloud environment, a module administrator sees all invoices of the organization. This includes invoices to code and definitively rejected invoices where (still) no organizational unit is filled in. Invoices booked on deleted organizational units are also visible to module managers.

If multiple administrations are used within your Spend Cloud environment, a module administrator will see invoices from all administrations unless the configuration setting 'Administrator per administration' is enabled. In this case, the role/function profile must be linked to the respective administrations. If the administrations work strictly separately, you can choose to link only the administration in which this user works. If the user works in multiple administrations or it is necessary for the user to have access to invoices from the entire Spend Cloud environment, such as an accountant, you can choose to link all administrations to the role/function profile. Of course, you can configure this according to your preferences.

Link administrations when adding a new role with Module Administrator enabled in the rights set. If this is enabled later for an existing role, you can change the role of the relevant user(s) by editing it and then selecting the desired administrations. If function profiles are used, you can edit the function profile to link the administrations.

Link administrations when adding/editing a role/function profile if an rights set is chosen where the module administratoris enabled.

If you quickly want to link multiple function profiles to an administration, you can click on the three dots to the right of the administration in the Application Management / General / Administrations section, then click on 'Link function profiles for module administrators.' In the next screen, you can link all function profiles to the selected administration if the module administrator is enabled in the rights set of the FP.



In this screen, you see all function profiles where at least one of the modules is enabled for the module administrator. Check the desired function profiles, click continue, and finally, click save.

Because Module Administrator provides access to all invoices regardless of the organizational unit, we strongly recommend enabling this for users, such as accounts payable employees, who code invoices.


Frequently Asked Questions

  1. I have given a user access to the archive, but they cannot see invoices. Why?
    1. You only see invoices by default for which you have taken an action, such as a review or when you have externally coded an invoice. If you want the user to see all invoices in the OE where they have a role, enable 'Expanded Archive Access' in the role/function profile.
  1. I gave a user 'Expanded Archive Access,' but they do not see all invoices. What is wrong?
    1. With expanded archive access, you see all invoices booked on the organizational unit where you have a role and potentially OEs that hang below it. You do not see invoices on deleted organizational units or invoices that are not booked on an OE, such as invoices to be coded and definitively rejected invoices that are uncoded.
  1. A user sees an invoice that is not intended for them. How can this happen?
    1. When you take an action on an invoice, it remains visible in your archive, even if you reject the invoice because it was not intended for you. If the user sees too many invoices, check whether 'Expanded Archive Access' is enabled in the role or function profile. If you do not see this option in the role or function profile, there is a chance that the module administrator is enabled. Check this in the rights set based on the role/function profile in the Application Management / Organization / Rights section.
  1. A user does not see invoices from certain administrations, or a user sees invoices from administrations that are not intended. How do I adjust this?
    1. If the 'Administrator per administration' configuration setting is used in your Spend Cloud environment, a user sees invoices from the administrations to which their role/function profile is linked if it is a module administrator. You can check which rights set the role or function profile is based on, then check in the Application Management / Organization / Rights section whether the 'Module Administrator' slider in the Invoice Processing section is enabled. If so, you can edit the role and/or function profile of the user to check which administrations are linked and optionally link or unlink administrations.

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