Purchases are a way to create a single-use virtual card to give to a Soldo user, so they can buy something with company money.
What you’ll learn
In this help article, you’ll learn how to configure permissions that allow people to create purchases.
Something to remember
As an Admin user, remember that people who need to perform a purchase may not be regular users of Soldo. That’s why it’s important for you to ensure those people are set up on Soldo, so that they're able to go ahead and complete a purchase.
Assignees who use the Purchases feature will see their purchase transaction within the ‘Purchases’ section of their Soldo account (as they’re unlikely to have access to the wallet that the purchase funds come from).
Quick summary of who can do what
By default, who has access to create purchases?
Super admins and Admins.
Who can give permission for any other Soldo users to create purchases?
Only Super admins.
By default, who can see all purchases for everyone in the company within the ‘Purchases’ section?
Super admins and Admins.
Who has access to delete a purchase?
Super admins and Admins by default. Only people who have access to create purchases can delete purchases.
Step-by-step permission configuration for Super admins (Purchases)
Super admins and Admins both have access to create purchases by default, but other Soldo users don’t.
By configuring permissions for a user within Soldo, Super admins can give them access to create purchases. Here’s how...
In the ‘Configure’ section of the left-hand side menu, select ‘Permissions’.
To give someone permission to create and manage purchases, they need a ‘role’ that allows this. Here you have two options:
First, you can add a new role, configure it, and then assign that role to particular people.
Second, you can choose to modify an existing custom role, which will apply the permissions to everyone who currently has that role. However, existing standard roles can’t be modified (those with a padlock next to them).
Option 1: Add a new role
To give someone a new role, select ‘Add role’. The name you choose for the new role here could be something like ‘Purchase creator’. You can then configure that role using the list of sub-categorised options.
Scroll down the list to the ‘Purchases & Requests’ options. Now ensure that, as a minimum, the 'Can create Purchases’ option is activated (with a green tick next to it).
Note: Someone can be given permission to create purchases only. The additional decision on whether to also give them permission to send requests, and to approve/decline requests, is up to you (we recommend enabling both options, so the user can enjoy the full range of functionality).
Now scroll back up the list to the ‘Users’ options. Here, ensure that ‘Can have access to the list of users’ is activated with a tick.
Note: Having this setting active lets the permitted person see users within Soldo, so that they can assign a purchase to any Soldo user. It’s crucial that purchase creators and request approvers can see all the Soldo users who they manage these tasks for.
Next it’s important, as a minimum, that a company wallet or a main wallet will be visible to the permitted user. So scroll up the list again to the ‘Company Wallet’ options and the ‘Main Wallets’ options. Here, ensure at least that the top option ‘Can have access to the list of Company Wallets’ or the ‘Can have access to the list of Main Wallets’ option is activated with a tick. If you’d like the user to have access to both, then activate both.
Note: It’s necessary for purchase creators and request approvers to be able to see at least one company wallet or main wallet within Soldo. This is because they need access to a source of funds that they can allocate to a purchase or a request.
To allocate this new role to individual people, move into the ‘Users’ section of Soldo, select one of the listed users, and then select the ‘Permissions’ tab.
Toggle on ‘Manager’, so the toggle switch is green and shows a green tick.
Then expand the ‘Manager’ box by selecting the down arrow. Ensure the ‘What kind’ dropdown menu is set to the role you created earlier in the ‘Configure > Permissions’ section (for example, a ‘Purchase creator’ role).
Also, the ‘Has access to’ drop down menu should be set to display the resource set that the user can see and manage within Soldo (e.g. ‘My scope’).
Option 2: Modify an existing custom role
Super admins can modify existing custom roles, so that users can create purchases. However, remember that changing these settings will amend the permissions for everyone who currently has that role within Soldo.
Existing standard roles can’t be modified (these roles have a padlock icon next to them).
Select one of the existing custom roles from the list, to open the list of sub-categorised options.
Scroll down the list to the ‘Purchases and Requests’ options.
The remaining configuration steps are now identical to those detailed above in Option 1, so please follow the Option 1 configuration instructions from this point.
Special Soldo Tip
To get the most out of the Purchases feature, consider keeping your purchases organised in a central place by creating a dedicated company wallet just for purchases.
What about configuring permissions for Requests?
Learn how to configure permissions for Requests here.