User Permissions
Written by Rafi Mubarak
Updated at August 9th, 2025
Table of Contents
The user permissions section provides an option for the admin to restrict the users to certain categories or cost centres when they are doing their expenses, the purchase orders or the supplier payments. This section can also be used to enable export reports for certain claimants.
Expense Categories and Expense Cost Centres
These will be used to restrict users to certain categories or cost centres when they are doing their claims.
If the user should be able to access all the cost centres under one or more categories, then tick the box next to “Expense Category”, click on Select, then choose the required categories and click on Save Changes. Then all the cost centres within those categories are automatically available for that user.
If the user should be able to access only a few cost centres under one or more categories, then only tick the box next to “Expense Cost Centre”, click on Select, then choose the required categories and click on Save Changes. Then the user can only access these cost centres.
Once the categories or cost centres are restricted, then only those will be shown when coding the claims for that user at any stage i.e. the approver or payer when making changes to the claims will only see these categories or cost centres.
Expense Report and Report Permissions
This section gives the admin an option to enable the expense report for claimants.
If the user just needs to run the report for the claims that they have raised, then tick the box next to “Expense Report” only.
On top of running the expense report for their expenses, if the claimant needs to be able to run reports for certain categories or cost centres (example – cost centre owners), then the report categories and the report cost centres section can be used.
The box next to 'Expense Report' should remain ticked.
If the user should be able to run the report for all the cost centres under one or more categories, then tick the box next to “Report Category”, click on Select, then choose the required categories and click on Save Changes. Then all the cost centres within those categories are automatically enabled.
If the user should be able to run report for a few cost centres under one or more categories, then only tick the box next to “Report Cost Centre”, click on Select, then choose the required categories and click on Save Changes.
In the expense category permissions or report category permissions, if the option 'All' is ticked, then all the future categories are automatically ticked.
View All Finalised Claims via Claim Links
If your site has user permissions enabled, you will now see a new permission called "View All Finalised Claims".
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By enabling this permission, the claimant can access all the finalised claims via claim links exported to the finance systems.
For example, if a user has this permission enabled, they can view a claim by clicking on the link exported to MYOB Advanced even if they are not the claimant or the approver of that claim.
This permission is linked to the claimant role, so the user should have the claimant access and can view all the finalised claims only when they are logged in as a claimant.
Ability to Change Amounts After Claim Approval
By default, the amounts are locked after a claim has been approved. However with user permissions enabled, payers or admins to be able to update these amounts.
New User Permission
A new permission is available in the "Permissions" within the user profiles and when this is ticked, that user will have an option to update the amount fields once a claim has been approved. This permission appears for all the users but will only work for users with payers and/or admins roles.
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Your site needs to have "User Permissions" enabled for this feature to work. Please contact our support team if you don't have this enabled.
- Gross Amount
- Foreign Currency Code
Below fields can be updated for supplier payments and purchase orders after approval -
- Item Qty
- Unit Price
Threshold Feature
We have also introduced a threshold for how much the amounts can be increased by i.e user can only update the values within a percentage or a dollar amount.
- Percentage - A percentage figure can be setup as a threshold. For example - if a supplier payment has been approved for $1,000.00 and a threshold of 5% has been setup, the payer or the admin cannot change the value to be more than $1,050.00 after approval.
- Dollar Amount - A dollar amount can be setup as a threshold. For example - if a supplier payment has been approved for $1,000.00 and a threshold of $100.00 has been setup, the payer or the admin cannot change the value to be more than $1,100.00 after approval.
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The threshold can only be setup by ProSpend staff. Please reach out to us if you want this to be setup.
Multiple Delegates per Claimant
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On release of this feature, the user export file in the export database section doesn't contain a column for delegate. If you don't have user permissions enabled, the easiest way to check who is setup as a delegate for each user, you can go into the user section and view it on the user interface.
For clients who have user permissions feature enabled, on release of this feature, we will migrate the existing delegates setup to the user permissions section and remove the delegate field in the claimant details section. You will need to follow the above process to setup any new delegates.
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Acknowledge Claim Payment Info Mismatch
There is a user permission for payers and admins which can be ticked for the users who should be receiving an email when extracted bank details do not match with what has been setup in the supplier profiles.
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For the supplier payments where such mismatches occur, the system shows below error message in the "Payment Info" tab.
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Below is what the email looks like -
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Once those users receive this email, they can go into the supplier profile to see the list of claims where the mismatch occurred.
- If the bank details in the supplier profile need to be updated, they can change them, save changes and the claimants should receive an email confirming that the details have been updated. The claimants can go into the supplier payments to make sure the "Payment Info" has green tick against it and then submit those claims.
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- If the extracted bank details need to be ignored due to one off differences in the payment details or incorrect extraction, there is a "Claims with mismatching payment info" section in the supplier profile. The user can tick the supplier payments for which the extracted bank details should be ignored and click on "Ignore Scanned Payment Info".
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- The payer/admin can also go into each claim, go into the "Payment Info" tab, tick the "Ignore scanned payment info" and save the claim for it to be valid.
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The claimant would then receive an email confirming that the extracted bank details have been ignored.
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The claimant can go into the supplier payments to make sure the "Payment Info" has green tick against it and then submit those claims. The claimant can also see that the scanned bank details are different to the details setup in the supplier profile.
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In the claim history section, the system shows that the payer/admin have acknowledged the payment info mismatch.
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Auditing User Permission Changes
The system will now audit any changes made to the user permissions by any admins. The audit details will be shown in the History section within each user profile. For example - the below screenshot suggests that Support [ProSpend] user has enabled Acknowledge Claim Payment Info Mismatch permission for Kylie Magenta at 3:23 PM on 25th July.
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Ability for Approvers to Delete Supporting Documents
Sometimes, claimants might upload supporting documents that are sensitive in nature which helps the approvers in approving the expenses. Once reviewed, the approvers might then want to delete these documents permanently as they are sensitive in nature.
There is a user permission for approvers which will allow them to delete supporting documents permanently.
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If you don't have user permissions enabled, please contact ProSpend support team.
Once the above permission is enabled for a user, that user can delete supporting documents linked to expenses that they are approving. They will see Delete document option on the supporting documents.
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By clicking on this button, the supporting document will be deleted permanently. The user will also see a confirmation box to confirm the deletion.
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The supporting document will be deleted permanently when the approver uses the Delete document function.
The claimants don't have this Delete document function. However, they can still unattach the supporting documents.
View All Documents via Document Links
If your site has user permissions enabled, you will now see a new permission called "View all documents as a claimant".
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Notes
- The claimants will still need to login to ProSpend to view these documents.
- They can view the documents only. Claims or expenses linked to these documents cannot be viewed.