Overview
AP Invoices uses role‑based access control (RBAC) to ensure that only authorized users can view, edit, and write vendor invoices to your ERP/System of Record (SoR). Access is granted through Auditoria application roles that map to specific capabilities in the SmartVendor AP Invoices (P2P) module.
This section summarizes how roles control what users can see and do in AP Invoices.
AP Invoices Roles and Scope
AP Invoices primarily relies on the following roles:
SuperAdmin
Procure to Pay (P2P) Manager
Procure to Pay (P2P) Agent
These roles are assigned in Auditoria’s user management area and apply across SmartVendor AP Invoices and related features.
What AP Invoices Controls
Within SmartVendor AP Invoices, RBAC controls user access to:
Invoice data – Header and line‑level details for vendor invoices and credit memos
SoR‑synced data – Vendors, POs, items, accounts, and other reference data used for validation
Attachments – Invoice image/PDF and supporting documents
Configuration areas – SmartFlow settings, Vendor Hints, and field visibility controls
By default, users with AP Invoices roles can see SoR‑synced invoice data for the tenant. Tenant‑level scoping (if configured) can further restrict which records a user can access.
Actions by Role in AP Invoices
The table below describes what each role can do specifically in AP Invoices.
Table 1: RBAC Role Actions
| Action | SuperAdmin | P2P Manager | P2P Agent |
|---|---|---|---|
| View invoices and synced SoR data | Yes | Yes | Yes |
| Edit invoice header and lines | Yes | Yes | Yes |
| Write invoices (vendor bills) to SoR | Yes | Yes | Yes |
| Add attachments to invoices | Yes | Yes | Yes |
| Control field visibility (e.g., Active / Written to SoR) | Yes | Yes | No |
| Create or modify Vendor Hints | Yes | Yes | No |
| View SmartFlow settings | Yes | Yes | No |
| View admin area / configuration for SmartVendor AP | Yes | Yes | No |
| Manage users, permissions, and mailbox/SoR connections | Yes | No | No |
| View and complete AP Helpdesk tasks (when AP Helpdesk is running) | n/a | Yes | Yes |
Key points:
P2P Manager and P2P Agent can fully process invoices end‑to‑end, including writing vendor bills to the SoR.
P2P Manager has additional administrative capabilities for AP Invoices configuration (field visibility, Vendor Hints, SmartFlow settings, SmartVendor AP admin area).
SuperAdmin has all P2P Manager capabilities plus platform‑level administration, including managing users, roles, and mailbox/SoR connections.
Relationship with AP Helpdesk
If AP Helpdesk is also enabled:
P2P Managers and P2P Agents can:
View AP Helpdesk tasks related to invoices
Mark tasks as completed from AP Invoices
AP Helpdesk‑specific roles (AP Helpdesk Manager, Specialist, Analyst) govern access to the Helpdesk console itself and its configuration. Those roles are documented separately and are not required just to use AP Invoices.