Roles, Rights and Function Profiles for Cash & Card

The roles overview can be found in the Application Management section of the Organization menu. The overview provides insights into all roles within Spend Cloud. A role defines the rights a staff member has for a particular organizational unit. General information about adding, viewing, editing, transferring, and deleting a role can be found in the Spend Cloud Portal article on 'Roles'.

In this article, we explain how you can easily view the configured roles overview for the Cash & Card module and how you can work efficiently by using permission sets with associated function profiles.

Roles Overview for Cash & Card

You can navigate to the roles overview through Application Management / Organization / Roles. If you make a selection on the left for the Cash & Card module, you'll get a comprehensive overview of all employees with permissions for the Cash & Card module. You can also make a selection based on organizational unit, which speeds up the loading time of the overview.

In the overview, you can see for each employee the function profile with associated rights, the book or books they have access to, and whether the employee is an approver for the displayed books.

Adding multiple identical roles

It can sometimes be useful to assign an employee the same role in multiple places within the organization. For instance, when an employee needs to review card books for multiple locations or be able to code transactions for multiple card books and close the periods for multiple card books.

This can be done through the 'Add Multiple Roles' function from the Organization / Employees menu.

Rights for the Cash & Card module

Via Application Management / Organization / Rights, you can create and manage permission sets. On the left side, you can select the Cash & Card module for the user part and for the application management part. After selecting the module, you will see all the components that belong to it in the middle of the screen.

When adding a role, you can then choose the configured permission sets. This ensures that the employee has access to the appropriate components in the Cash & Card module.

For the Cash & Card module, we recommend the following rights sets:

1. Cash & Card employee: a rights set for employees who can make and account for expenses.
2. Cash & Card responsible person: a rights set for employees who review books.
3. Cash & Card administration: a rights set for employees who manage books and can provide balance.

While setting up with a Visma | ProActive consultant, you can expect a solid foundation to be established. After that, you can easily make minor changes yourself. For example, whether or not a Cash & Card employee can modify a PIN code and make online payments.

A rights set forms the foundation for your function profile. By using function profiles, you can more efficiently manage roles and gain a clearer overview of the structure. This is also visible in the roles overview.

Cash & Card function profiles

Working with function profiles ensures a smoother process when transferring roles to new employees.

You can base a function profile on a rights set. This way, you can choose to create a corresponding function profile for each rights set. With "role authorizations," you can further specify the selected rights set, such as whether an employee can review a book. For Cash & Card, you have these additional role authorizations:

The option of iDEAL payment is only possible in combination with a bunq bank account. You can find more information about paying with iDeal via a Spend Cloud Card using a bunq account in this article.

However, you can make online payments with Spend Cloud Cards. Enabling online payment with Spend Cloud Cards can be done by enabling online payments in the card settings. It is also required to enable verification of payments via the Spend Cloud App. You can read more about this in the article Online payments with the spend cloud card. 

After configuring the rights sets, function profiles, and roles, you're ready for the next step in the Cash & Card setup: Requesting Cards.

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