Roles Overview Guide
Roles control what each user can see and do in AWRA so teams can work without exposing sensitive actions unnecessarily.
A role is a named access profile. It decides which menus, records, buttons, reports, approval actions, exports, settings, and workflows a user can use. Good role setup protects stock, approvals, payments, reports, vendor information, customer records, and company settings while giving each person the tools needed for their job.
Common Role Groups
| Role Group | Typical Work | Common Limits |
|---|---|---|
| Organization Admin | Manages company settings, users, roles, branches, warehouses, integrations, billing visibility, and support coordination. | Should be limited to trusted users because settings affect the whole workspace. |
| Inventory User | Manages items, receiving, checkout, transfers, counts, adjustments, labels, scanner work, and stock checks. | May only access assigned warehouses or may need approval for adjustments. |
| Procurement User | Creates requests, manages RFQs, compares quotations, prepares purchase orders, and reviews vendors. | May not approve their own requests or access finance-only reports. |
| Approver | Reviews requests, adjustments, purchase decisions, workflow tasks, or exceptions that need authorization. | May only approve assigned workflows or values within policy. |
| Sales / POS User | Handles customers, quotations, invoices, POS sales, receipts, returns, and payment capture where allowed. | May not edit prices, process refunds, close shifts, or view finance reports without permission. |
| Finance User | Reviews invoices, payments, journals, taxes, budgets, reconciliations, reports, and accounting sync status. | May not manage operational stock or procurement setup unless assigned. |
| Vendor User | Responds to RFQs, submits quotations, acknowledges POs, and shares shipment updates in vendor-facing areas. | Usually sees only their own supplier records and requests. |
Access Rules To Follow
- Give each user the minimum access needed for their real job.
- Separate request creation from approval when your organization requires oversight.
- Limit settings, billing, deletion, export, integration, and finance access to trusted roles.
- Review roles when staff change departments, branches, warehouses, or responsibilities.
- Remove or suspend access quickly when a user leaves the organization.
- Use role reviews after a new branch, warehouse, POS location, or procurement workflow goes live.
Why Users May See Different Screens
Two users can log into the same organization and see different menus because their roles are different. One user may see Inventory but not Finance. Another may approve purchase requests but not create vendors. Another may see one warehouse but not another. This is expected when permissions are configured to match job responsibilities.
Questions To Ask Before Assigning A Role
- What daily task does this person need to complete?
- Which branch, warehouse, customer group, vendor group, or department should they see?
- Can they create records, edit records, approve records, export reports, or only view them?
- Do they need access temporarily or permanently?
- Who should review the role if the user says a menu or button is missing?
Need help with this topic?
Capture the module, record number, branch or warehouse, user, visible message, and what you expected to happen before contacting support.