Quick Guide to Creating Users who can raise Purchase Orders and Approve Invoices

A guide to creating Users who can raise Purchase Orders and approve Invoices.

Overview

Create a User who will raise Purchase Orders

Create a User who will approve Invoices

Overview

This quick guide takes you through the main steps to creating a new User in Lentune and explains how some of the settings are used when the User is working in Lentune. 

We'll link over to other articles for detailed steps.

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Create a User who will raise Purchase Orders

1. Setup a User and their Details

Click here for the steps to set up the new User.

On the Details tab.

• User code: We'd suggest a code composed of First Name and Last Name, separated with a full stop to avoid any duplicates in your business, e.g. JIM.JONES.
• First name & Last name: Enter the person's first name and last name in these fields, e.g. Jim & Jones.
• User description: When you have saved the new record for this User, the First name and Last name fields are combined into the User description field and will display as the first and last names, e.g. Jim Jones.
• Email: Enter their work email address, e.g. jimjones@lentune.com.

2. Staff tab

The next step it to set up the fields on the Staff tab. Refer to Staff Settings to read more details.

• Staff Active: This defaults to Yes. Ensure that it is set to Yes.
• Branch access only (restricted to branch address): This defaults to No. Please DO NOT toggle the Branch Access only to Yes. This is a specific setting for our ERP customers.

The mandatory fields to set up are:

• Default Branch: This determines the Branch that will be used as the default when this User creates Purchase Orders. However, it is not restrictive and the Branch can be changed on a Purchase Order if required.
• Email Signature: This is an optional field. When set up, the signature populates when sending Purchase orders and other communications that are sent out by email by this User.

3. Access Persona and Security tab

When you first set up a User, the tab is labelled Security. When you click this tab, you can now see two separate tabs for Access Persona and Security.

A. Access Persona

Your business set up will determine the Access Personas available. The Access Persona for a Purchase Order Raiser will determine the value of a Purchase Order that the User can raise without it requiring approval.

On the Access Persona tab > Quick add access grants section:

• Access Persona: Select the relevant Access Persona.
• Branch / Project: Then apply the Access Persona either to a specific Branch, or to a specific Project.

Find out more about Access Personas and how they work.

B. Security

For your new Purchase Order User, you can now select the Security Role that they require.

On the Security tab > Quick add security group section:

• Security group: Select Purchase order module (PORAISER) from the dropdown list. This group contains the Security Roles needed for your User to allow them access the Purchase Order module.
• Click Save and close.

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Create a User who will approve Invoices

1. Setup a User and their Details

Click here for the steps to set up the new User.

On the Details tab.

• User code: We'd suggest a code composed of First Name and Last Name, separated with a full stop to avoid any duplicates in your business, e.g. FRED.SMITH.

• First name & Last name: Enter the person's first and last names in these fields, e.g. Fred & Smith.

• User description: When you have saved the new record for this User, the First name and Last name fields are combined into the User description field and will display as the first and last names, e.g. Fred Smith.

• Email: Enter their work email address, e.g. fredsmith@lentune.com.

2. Staff tab

The next step it to set up the fields on the Staff tab. Refer to Staff Settings to read more details.
In the Staff details section:

• Staff Active: This defaults to Yes. Ensure that it is set to Yes.
• Branch access only (restricted to branch address): This defaults to No. Please DO NOT toggle the Branch Access only to Yes. This is a specific setting for our ERP customers.

The fields that you must set up are mandatory are:

• Default Branch: This determines the branch that will be used as the default when this User creates a Purchase Order. It can be changed on a Purchase Order if required.
• Email Signature: This is an optional field. When set up the signature populates when sending Purchase orders and other communications that are sent out by email by this User.

3. Access Persona and Security tab

When you first set up a User, the tab is Security. When you click this tab, you can now see two separate tabs for Access Persona and Security.

A. Access Persona

Your business set up will determine the Access Personas available. The Access Persona for an Invoice Approver will determine the value of an Invoice that the User can either first or second approve.

On the Access Persona tab > Quick add access grants section:

• Access Persona: Select the relevant Access Persona.
• Branch / Project: Then apply the Access Persona either to a specific Branch, or to a specific Project.

Find out more about Access Personas and how they work.

B. Security

For your new Invoice Approver User, you can now select the Security Role that they require.

On the Security tab > Quick add security group section:

• Security group: Select Restricted view and access restricted (APPROVER) from the dropdown list. This group contains the Security Roles needed for your User to allow them access to approve Invoices. This also allows the User to raise Purchase Orders when they have the appropriate Access Persona.
• Click Save and close.

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