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Jobs

Jobs

The Jobs tab allows you to add, view and modify jobs, the method by which Procurement Partners grants access to tabs and features to your users.

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  1. Navigate to Security → Jobs.

  2. The list of jobs will appear here. Clicking on a job will open the details of that job below.

  3. Click the New button.

There are three tabs within the Add Job screen:

  • Jobs – select the various job attributes and privileges that should be assigned. 

  • Screens – select the tabs that users associated to this job should be capable of accessing. 

  • Order Guide – select the order guides that users associated to this job will be able to utilize.

 

Jobs tab

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This screen allows you to select the various job attributes that should be assigned. These are identified as checkboxes. A check in the checkbox means this option is enabled for the specific job; no checkbox means it is disabled. In addition, you will need to include a Name and Code for your new job on this screen:

  • Name – Enter a name for this job. This field is required. 

  • Code – Enter a unique classification code for this job. The code must be unique from other job codes that already exist. Most users use an abbreviation or other constant classification method; for instance, you may give the job “Maintenance” the code “MAINT”. This field is required.

Below is a list of each of the checkboxes along with a definition of what sort of privilege they grant. Most entries have an icon next to them to define the recommended personnel to whom the job should be granted. The icons are as follows:

image-20241031-163356.png - All Users

image-20241031-164222.png - AP Users

image-20241031-163834.png - Corporate Users

image-20241031-164337.png - Circumstantial; check with your Account Manager

The checkboxes and their definitions are as follows:

  • Approve PricesNot yet implemented; for future enhancement. 

  • image-20241031-163621.png Carts Administrator – Allows user to view and submit other users’ shopping carts and see those users’ recurring orders. 

  • image-20241031-163356.png Edit Order GLs / Edit Invoice GLs – Allows user to select from a predetermined list of GL codes on orders and/or invoices, when available.

    • Note: This does not give the ability to add custom GL codes. 

  • image-20241031-164343.png Hide GL Segments – Hides hidden GL segments (defined when setting up GL segments). 

  • image-20241031-163420.png View Allocation – Allows user to view, add and edit allocations on items. 

  • image-20241031-163410.png Allow Future Orders – Allows user to submit an order that will be held within Procurement Partners until a specified release date. 

  • image-20241031-163629.png Release Holds – Allows user to release invoices that are on hold. 

  • image-20241031-163414.png Show Invoice Alerts / Show Confirmation Alerts – Allows user to view flags placed on invoices or invoice confirmations. 

  • image-20241031-163939.png Edit Vendor – Allows user to edit online vendor records when utilizing the Vendor Mgmt – Vendors tab. 

  • image-20241031-163941.png Add Offline Vendor – Allows user to create and edit offline vendor records when utilizing the Vendor Mgmt – Vendors tab. 

  • image-20241031-164148.png Offline Invoice Administrator – Allows user to view and edit offline invoices created by other users within the Offline Invoice Entry tab. 

  • image-20241031-164206.png Shareable Recurring Orders – Allows user to share recurring orders with other users in the system.

    • Note: Only the person sharing the recurring order needs this access. 

  • image-20241031-163956.png Edit Budget Periods – Allows user to change the budget period assigned to an order or invoice. 

  • image-20241031-164422.png Patient Specific Information (HIPAA) – Allows user to view HIPAA-related information being sent from a vendor, if applicable.

  • image-20241031-163458.png Split GL Editing – Allows user to split multiple invoices across multiple departments if multiple GL codes are available.

    • Note: Items can be split across multiple locations as well. When splitting a GL across multiple locations, account must have access to each location. 

  • image-20241031-164142.png Delete Attachments – Allows user to delete attachments that were applied to an invoice when utilizing the Offline Invoice Entry function.

    • Note: Attachments cannot be recovered once deleted. 

  • image-20241031-164425.png Display Rebate Value – Allows user to see the amount of Rebate attributes, if entered. 

  • image-20241031-164127.png Mark Invoices Prepaid – Allows user to mark invoices as prepaid for accounting purposes. 

  • image-20241031-163507.png Deny Offline Invoices – Allows user who is reviewing offline invoices to deny the invoice, sending it back to the submitter to make further changes. Only relevant if your organization is utilizing offline invoice entry or SimpleAP.

  • image-20241031-163510.png Order Approval Email – Copies the user onto the order email list, notifying the user via email when various changes are made to the order. 

  • image-20241031-164120.png Skip Invoice Approval – Allows the user to mark an invoice as AP Ready during the Offline Invoice Entry process, bypassing any approval. 

  • Dashboard User – Three levels of dashboard are available: Location User, Location Admin, and Corporate User. This determines what version of the Dashboard Reports the user will see.

    • Note: The user must also have the Dashboard Reports screen assigned to them as well. 

  • image-20241031-163535.png Invoice Approval Email – Copies the user onto the invoice email list, notifying the user via email wen various changes are made to the invoice. 

  • image-20241031-164110.png Override Steps – Gives the user access to override invoice approval steps for invoices pending approval from other users. 

  • image-20241031-164012.png Send to AP Admin – For customers who have Intacct API set up, this will give a button on the bottom of the invoice screen to send to Intacct once the invoice is fully approved. 

  • image-20241031-164010.png Vendor PaymentsNot yet implemented; for future enhancement.

 

Screens tab

This tab allows you to modify the screens and dropdowns that a user assigned to a specific job will have access to, based on the job that is assigned to them.

There are three headings that the various screen portions will fall under:

  • Available – These screens are available to move to one of the other two boxes, but are not viewable or editable by the user to whom this job is assigned.

  • Viewable – These screens can be clicked on and viewed by the user, but they cannot access full functionality of these screens.

  • Editable – These screens can be accessed by the user for full functionality.

Note: Screens that are added to the Viewable tab will only be viewable by users; they will be unable to access or perform any tasks on these screens; for example, if a user only has Viewable access to a Reports screen, they will be able to see the screen, but unable to run reports.

You can move selected items to the next field by using the Arrow buttons.

Home

  • Announcements – The initial screen seen upon logging into Procurement Partners with news messages, announcements and contact info for Support. All users must have access to this screen; otherwise, they will be unable to log into Procurement Partners. 

  • Dashboard Reports – This gives the user access to some key metric reports. It is altered by the Dashboard User selection in the Users set-up.

 

Order

  • Shopping Carts – Allows the user to find and submit order.

    • Note: All users must have access to this screen if they will be placing orders. 

  • Recurring Orders – Allows the user to create and utilize recurring shopping cards for easier ordering.

  • Order Entry – Allows the user to construct an order using only item numbers within the Hosted Catalogs. 

  • Quick Search – Allows the user to search through the Hosted Catalogs using various criteria. 

  • Advanced Search – Allows the user to search through the Hosted Catalogs using more specialized tools that some may find useful such as System Admins. 

  • Browse – Allows the user to browse through the Hosted Catalogs by categories. 

  • Vendor Direct – Allows the user to access Vendor Direct portals that are set up for your organization, if any.

 

Transactions

  • Orders / Invoices – Allows the user to see all orders / invoices placed and processed for your location and their statuses. 

  • Order Approvals / Invoice Approvals – A screen that specifically filters out orders / invoices that the user needs to approve. 

  • Hold – Allows the user to see invoices that are on hold.

    • Note: If the job also has the Release Holds checkbox checked, the user will be able to release holds that have been placed on items. 

  • Offline Entries – Organizations that want to enter non-Procurement Partners transactions into our system to have their invoices count towards their budget can enter them into this screen. Similar to a “spend down” report, these entries are only for reporting purposes. 

  • Offline Invoice Entry – Similar to Offline Entries, but allows their entered invoices to flow through the organization’s Accounting feed. 

  • File Import – An extension of Offline Invoice Entry, this allows the user to take a scan that contains multiple invoices and break them apart into single invoices. 

  • Requisitions – Facilitate orders for vendors that are not entered into Procurement Partners such as accounting for capital expenses.

 

Reports

  • Items – Allows user to run reports based on item attributes or item attribute changes.

  • Purchasing – Allows user to run reports based on purchasing, off-formulary purchasing or purchase orders. 

  • Budgets – Allows user to run reports based on GL budget summaries. 

  • Approvals – Not yet implemented; for future enhancement. 

  • Transactions – Allows user to run reports based on invoices, invoice alerts, invoices that were not processed, non-invoice POs, and invoice holds. 

  • GL Spend – Allows user to run reports based on changed GL codes, GL summaries, GL item details, GL invoice details, spend details and spend detail allocations. 

  • Admin – Allows user to run reports based on locations, jobs, approvers, users, pricing differences and GL groups.

 

Vendor Mgmt

  • Vendors – Allows the user to enter Offline Vendors, edit Online Vendors, and set up business rules for Online Vendors. 

  • Items – Allows user to see and edit attributes and GL codes assigned to products. 

  • Order Guides – Allows user to set up and edit order guides, which allow for a unique view of products by a vendor, job or location.

 

Security

  • Users – Allows the user to add and edit users. 

  • Jobs – Allows the user to add and edit jobs. 

  • System – Allows the user to alter some properties of the system.

    • Note: This screen is not normally given out to most users.

 

Administration

  • Locations – Allows the user to create and edit locations in system. 

  • Business Units – Can be created to separate GL Codes based on location or department.

  • GL Segments –Allows the user to define how the chart of accounts are established for an organization; most customers will not need to use this as the GL segments are primarily set up before the implementation is completed. 

  • GL Accounts – Allows user to set up “building blocks” of GL Code; defines what the code is billed to. 

  • GL Codes – Allows the user to string GL segments together to create the full GL Code. 

  • GL Groups – Set up groups of GL codes that can be assigned to vendors or accounts in system. 

  • AP Import – Allows the user to edit and schedule automated Accounts Payable files (invoices coming in from vendors). 

  • News Message – Allows the user to create and edit news messages that display on the home page. 

  • Order Rules / Invoice Rules – Allows the user to set up approval paths for orders and invoices. 

  • Approval Notifications – Allows the organization to set escalation emails to go out to locations when they are not approving orders or invoices. 

  • Import Wizard – Allows the user to import large amounts of data for some key functions such as users, vendors, etc.

 

Budget

  • Budgets – Allows the user to define budgets in system based on a combination of locations and GL codes that will be tracked. 

  • Budget Groups – Allows the user to group budgets based on department or other groupings as opposed to GL codes or locations (with Budgets); rarely used. 

  • Budget Periods – Allows the user to define their budget periods (calendar months, fiscal month, quarterly, annual, etc.) 

  • Budget Period Values – Allows the user to set specific period values for budgets. 

  • Budget Imports – Allows the user to import budget data from Excel. 

 

Profile

  • Change Password – Allows the user to change their password. While it is not required to be given to all users for functionality, we recommend giving all users access to this screen. 

  • Emails – Allows user to receive extra order confirmation emails from Procurement Partners when the status changes from the vendor; rarely used.

 

Order Guide tab

This tab allows you to assign specific order guides that users with this job will have access to.

You can move selected items to the Selected field by using the Arrow buttons.

When you have finished making all your selections for this job, you can save your progress by clicking the Save button. You can later modify the selections made to this job by selecting the job from the list of available jobs and making your changes before clicking the Save button.

 

Copy button

When you select an existing Job, a Copy button will appear next to the Save button. If you click this button it will create a new Job that will keep all selected Jobs, Screens and Order Guides within its tabs. 

The Name and Code fields on the Jobs tab will clear out so you can enter a new name and code. You can then make changes to those tabs that will be appropriate to this new job. This feature makes it easy to create a new job with very similar settings to an existing job without having to redo everything from scratch.

Once you have completed any necessary changes, click the Save button.