Roles and Permissions for Payment Assistant

For Payment Assistant, you will create roles based on a user's ability to:

  • Set up Payment Assistant

  • Configure Payment Assistant settings, including approval tiers and notifications

  • View and create payment runs

  • Manage and approve payment runs

Tip: By default, solution admins have permission to set up Payment Assistant. If you want someone else to have permission, solution admins can create a Payment Assistant role and assign it the Payment Assistant setup permission.

Once your roles are set up how you need them, you then assign the roles to users.

Set up Payment Assistant roles

Control panel > Security > Security roles

The person in your organization who is a solution admin can set up the roles required for Payment Assistant, or they can create an additional Payment Assistant admin role to help manage it.

We recommend you create roles for the Payment Assistant admin, payment run creator, and payment run approver and decide who will perform each task. Most organizations will have one person create the payment runs and different people approve based on payment amounts.

Tip: If a user already has a role assigned, such as a Shared components or Accounts payable role, you'll want to edit that role instead of creating a new one. A user can only have one role assigned per feature area.

If a solution admin is not setting up Payment Assistant, including configuring the roles necessary for Payment Assistant, at a minimum we recommend the following permissions for the Payment Assistant admin.

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs.

    • For Configuration tasks, select Payment Assistant setup and optionally, any of the other available tasks you want them to be able to perform.

  • Shared components role

    • For Bank accounts tasks, select Bank account information and Accounts payable.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

For creators, at a minimum we recommend the following permissions.

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs and Manage payment runs.

  • Shared components role

    • For Bank accounts tasks, select Bank account information and Accounts payable.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

For approvers, at a minimum we recommend the following permissions. 

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs and Approve payment runs.

  • Shared components role

    • For Bank accounts tasks, select Bank account information and Accounts payable.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

Assign roles to users

Control panel > Security > User management

From Security, User management, open each user you have designated as an admin, payment run creator, or payment run approver and make sure they have the correct roles assigned. Each person should have a Payment Assistant, Shared components, and Accounts payable roles.

You can assign only one role per feature area, so if a user already has a role assigned you can choose to:

  • Edit the existing role and assign the permissions from the previous step.

  • Create a new role that encompasses the previous permissions already assigned to the user and add the new ones for Payment Assistant.