Roles

Roles define what each user can see and do in the BeNeering solution. They are used to control access to features, data, and actions based on a user’s responsibilities in the procurement process.

By assigning roles, organizations can ensure that tasks such as creating purchase requisitions, creating sourcing events, approving documents, managing suppliers and catalogs, or viewing reports are performed by the right people - supporting stronger governance, security, and compliance.

Roles in the buying application can be assigned to Org elements and to Teams. Or they can be delivered add-hoc with the Single-Sign-On procedure for a user.

Some of these roles can be assigned to a substitute, if your organisation is authorised for these roles. See also Assigning Substitutes

Module	Function	Assign to substitute	Role concatenated	Role Description
Org Management	BUYER		ORGANIZATION_USER_ADMIN	create and change users and assign roles to users
			ORGANIZATION_ORG_ADMIN	create and change buyer and supplier organizations, assign roles to buyer organizations
			ORGANIZATION_TEAM_ADMIN	create and change teams, assign employees for buying application, assign users for administration
			ORGANIZATION_INVITE_CATALOG_SUPPLIER	invite new supplier to register for catalog management on BeNeering
			ORGANIZATION_INVITE_SOURCING_SUPPLIER	invite new supplier to register for sourcing on BeNeering
			ORGANIZATION_INVITE_ORDER_SUPPLIER	invite new supplier to register for order collaboration on BeNeering, e.g. suppliers uploading service entry sheets
	SUPPLIER		ORGANIZATION_ORG_ADMIN	change supplier organization including name, address and contact data
	SUPPLIER		ORGANIZATION_USER_ADMIN	create and change supplier users
Catalog Management	BUYER		CATALOG_ADMIN	create and manage catalog container, catalog views and catalog approval
			CATALOG_APPROVER	user can approve catalogs
			CATALOG_CONTENT_CREATOR	upload catalogs, upload images, extend catalog vaidity, manage catalog enrichment
	SUPPLIER		CATALOG_CLASSIFICATION	maintain supplier specific source classification
	SUPPLIER		CATALOG_CONTENT_CREATOR	upload catalogs, images and other mime objects
MEDIA LIBRARY	BUYER		MEDIA_ADMIN	upload, move, rename and delete mime objects
MEDIA LIBRARY	SUPPLIER		MEDIA_ADMIN	upload, move, rename and delete mime objects
Sourcing	BUYER		SOURCING_RFQ_LIST	create sourcing event and invite suppliers to submit proposals
Sourcing	SUPPLIER		SOURCING	supplier role in sourcing who can check for requests and submit proposals to the customer
PURCHASING	BUYER		PURCHASING_DEMAND_OWNER	access Demand List and edit details
			PURCHASING_DEMAND_MANAGER	access Demand List, edit details, access demand center from where employee can add items to basket
			PURCHASING_RESERVATION	access the Reservation List and details
			PURCHASING_BASKET_ADMINISTRATION	support team can take over a basket from a user and process and transfer it manually, bypassing customer validation logic. ATTENTION: don't use this function if you are not familiar with this.
			PURCHASING_BASKET_EDIT_MANDATORY	deactivate quick submit button in basket and force user to edit the basket first, before submitting
		Yes	PURCHASING_PR_LIST	access to list of purchase requisitions
		Yes	PURCHASING_PR_EDIT	edit purchase requisition
			PURCHASING_PR_LIST_ITEMS	access to purchase requisitions items
			PURCHASING_ADVANCED_SEARCH_DISPLAY	When assigned to a buying organization or team, you gain access to display all documents within your organization. Filters for company code, plant, and purchasing organization will be applied based on your user profile.
			PURCHASING_ADVANCED_SEARCH_EDIT	When assigned to a buying organization or team, you gain access to edit all documents within your organization. Filters for company code, plant, and purchasing organization will be applied based on your user profile.
			PURCHASING_PR_POST_EDIT	allow employee to edit purchase requisition after approval and purchase order creation
			PURCHASING_PR_HISTORY	access purchase requisition history
			PURCHASING_PO_DISPLAY	access purchase order in dispay mode
			PURCHASING_PO_EDIT	edit purchase order
			PURCHASING_PO_LIST	access the list of purchase order
			PURCHASING_PO_LIST_ITEMS	access the list of purchase order items
			PURCHASING_GR_LIST	access the list of goods receipts
			PURCHASING_GR_DISPLAY	access goods receipt details
		Yes	PURCHASING_CONFIRMATION_CREATE	create confirmation
			PURCHASING_GR_CANCEL	reverse button in goods receipt detail and goods receipt list
			PURCHASING_SES_DISPLAY	access to Service Entry Sheets list and detail
			PURCHASING_SES_ACCEPTANCE	accept Service Entry Sheet in SAP, revoke SES in SAP when in status accepted, delete SES in SAP when not in status accepted
			PURCHASING_SES_DOWNLOAD	enable download for Service Entry Sheets
			PURCHASING_SUBSTITUTION_ADMIN	administrate the subsitution of users
			PURCHASING_GLOBAL_FAVOURITES_ADMIN	access global favourites as an administrator
			EMPL_SETTINGS_CREATE_EMPLOYEE	in personal user settings, enable possibility to create new employee in the substitute tab
			EMPL_SETTINGS_ORGANIZATION_EDIT	in personal user settings, employee can edit organization data like company code, plant and purchasing org
			EMPL_SETTINGS_DELIVERY_EDIT	in personal user settings, employee can edit delivery adresses
			EMPL_SETTINGS_ACCOUNTING_EDIT	in personal user settings, employee can edit accounting data, like cost center
		Yes	SUBSTITUTE_SHOP_ON_BEHALF	Only when assigning substitutes: give access to a person to shop on your behalf
ORDER	SUPPLIER		ORDERING	supplier get access to purchase orders received from customer, can confirm PO and he can post service entry sheets
ORDER	SUPPLIER		ORDERING_RECEIVE_EMAIL	supplier will receive email nofication when new purchase order from customer is received on BeNeering
APPROVAL	BUYER	Yes	APPROVAL_DEMAND	approve demand documents
	BUYER	Yes	APPROVAL_PURCHASE_REQUISITION	approve purchase requisition
	BUYER	Yes	APPROVAL_PURCHASE_ORDER	approve purchase order
	BUYER	Yes	APPROVAL_SOURCING_RFQ	approve sourcing event
	BUYER	Yes	APPROVAL_SOURCING_RFM	approve supplier proposal
	BUYER	Yes	APPROVAL_SERVICE_ENTRY_SHEET	approve service entry sheet
SETTINGS	BUYER		SETTINGS_BUSINESS_PARTNER	mapping buisness partner between customer's SAP and BeNeering Cloud, e.g. must have for Service Procurement
			SETTINGS_EMAIL_TEMPLATES	edit email templates
			SETTINGS_CLOUD_FORMS_LIST	give access to cloud forms list and detail view, but limitted to 'product' forms only
			SETTINGS_CLOUD_FORMS_ADVANCED	give access to cloud forms list and detail view, including product forms and all other forms used to manage the system
			SETTINGS_CLOUD_FORMS_EDIT	allow user to edit cloud forms
			SETTINGS_VALIDATION_RULES	allow the assignment of rule packs and templates within the catalog management module
AI	BUYER		AI_CHATBOT_ITEM_RETRIEVER	access to use the catalog AI
			AI_CHATBOT_WIKI_CUSTOMER	access to documentation created by customer
			AI_CHATBOT_WIKI_BUYER	access to the help documentation created by BeNeering for the generic use of the platform
			AI_INTAKE_DOC_SCANNER	use the document scanning function inside the intake asisstant
			AI_INTAKE_ITEM_RETRIEVER	use the catalog AI function inside intake asisstant
			AI_INTAKE_FREETEXT	use the guided freetext function inside the freetext assistant
			AI_TOOLS_SUMMARY_BASKET	the basket name will constructed by AI, considering the summary of all items in the basket
ANALYTICS	BUYER		ANALYTICS_DEFAULT	access to various reports in the download center and access to generate new reports
			ANALYTICS_BILLING_REPORT	access to billing report that is build per buying organization
			ANALYTICS_USER_LOG	access to user specific reports

How to assign role(s) to a user?

The administrator of an organization has the ability to assign roles to both new and existing users. To do this, please go to Organization → Users and select the user to whom you want to assign the user roles.

In the Roles tab, assign the required role(s) to the user. After the roles have been successfully assigned, a system message will be displayed confirming the completion.