Vic.ai has several different types of User Roles, all with different access rights. These roles can be broken down into the three different modules of Admins, Invoices & PO Matching, and Payments.
A summary of the three areas are below, but for a full explanation for each role, visit the User Role further down this article.
Admin Roles
Vic.ai Organization Administrator:
Can add/remove/edit user permissions for their Organization. This includes all Companies belonging to the Organization.
All rights that the Company Administrator has below
Company Administrator: Can manage for the specified Company:
Autonomous Approval Flows
PO Mismatch Flows
Configuration
Role | Manage Users & Companies | Manage Approval Flows & PO Mismatch Flows | Manage Configuration |
Organization Administrator | X | X | X |
Company Administrator |
| X | X |
Invoice & Purchase Order (PO) Roles
Accountant: Can access the Invoices tab, where Invoices and Purchase Orders are processed.
Invoice Approver: Can access the Invoices tab under Approval. Eligible candidate for Approval Flows
PO Mismatch Approver: Can access the PO Mismatches tab Approval. Eligible candidate for PO Mismatch Flows.
Role | Invoices tab | Invoices Tab under Approval | PO Mismatches tab under Approval |
Accountant | X |
|
|
Invoice Approver |
| X |
|
PO Mismatch Approver |
|
| X |
Payment Roles
Payment Initiator: Can access the Bill Pay tab under Payments
Payments Approver: Can access the Payment Batches tab under Payments
Role | Bill Pay tab under Payments | Payment Batches tab under Payments |
Payment Initiator | X |
|
Payments Approver |
| X |
Vic.ai Organization Administrator (Org Admin)
The Org Admin has the ability to add/edit/remove user permissions for their organization, which is found in the Users section of the Admin tab. They can also manage approval flows, PO Mismatch flows, and change company-level settings within the Configuration section of the Admin tab.
NOTE: For more information on how to add/edit/remove users, please see the following article: User Management: Add, Edit, Remove Users
Company Administrator (Company Admin)
Company Admins can manage the following for the Companies they're an Admin for:
Autonomous Approval Flows
PO Mismatch Flows
Configuration
Note, for Group of Companies Configuration, there will be a Company Selector in the left-hand Navigation.
Accountant
The Accountant has access to the Invoices tab, which includes these high-level permissions:
Upload and edit invoices
Initiate or modify Vic.ai approval process
Post, Export, and Transfer invoices out of Vic.ai
Invoice Approver
The Invoice Approver has access to the Invoices section of the Approval tab, which includes these permissions:
Reject, modify, and approve invoices
PO Mismatch Approver
The PO Mismatch Approver has access to the PO Mismatches section of the Approval tab, which includes these permissions:
Reject or approve PO Mismatches when Unit Quantity, Unit Price, or Line Amount are outside of acceptable tolerances.
Payment Initiator
Can access the Bill Pay tab under Payments, which includes these permissions:
Initiate Payment Batches of posted/exported bills.
Payment Approver
Can access the Bill Pay tab under Payments, which includes these permissions:
Approve or reject Payment Batches.
