Security Roles in ES Financials

Operator roles define what functions, pages and reports you will be granted access to, depending on the role that you are toperform.  You can be assigned multiple roles per module, if you are performing multiple roles. All Users will automatically receive all Inquiry Access (including Accounts Payable, Accounts Receivable, General Ledger Inquiries and Accounts Payable Workflow) plus accessto the Accounts Payable Workflow pages (updating of these transactions is restricted to those users within the assigned Workflow Team). To determine which other operator roles you need access to, please refer to the Explanation of Classes.

  • Finance/Grants/Admin Officer: All Inquiry plus AP_OFFR,AR_OFFR, GL_JNL (plus Purchasing if applicable).
  • Senior Finance Officer/ Business Manager/ Executive Officer: All Inquiry plus  AR_APPR, GL_APPR, PO_APPR, PO_BM, AM_OFFR.
  • Purchasing Officer: All Inquiry plus PO_PO, PO_REQ,PO_RECV.
  • Stores Officer: All Inquiry plus IN_ST, IN_STREQ.

*Transactional processing roles are restricted to Financial Shared Services (FSS) and Areas not supported by FSS. Refer FSS Services Guide.

Explanation of Classes

Role

Description

Inquiry Access

 

 

Access automatically given to all users which includes all inquiry and reporting functions for all modules; Accounts Payable, Accounts Payable Workflow, Accounts Receivable, Asset Management, General Ledger, Inventory, Purchase Card and Purchasing.

Accounts Payable

 

AP_OFFR

Access for accounts payable officers primarily responsible for updating accounts payable vouchers relating to purchase orders and non-purchase order expenditure.

Accounts Payable Workflow

 

AP_OCR_WF

Scanned invoice workflow.

-Given automatically to ALL users in ES Financials.

**Note: You are required to contact your Team Admin in order to be added to the appropriate teams and steps, prior to being able to work on a Workflow transaction.

-Users who do not wish to receive workflow e-mails (except for those with COLLAB) can turn off email notification under My System Profile.

AP_COLLAB_EMAIL

For users of the AP Workflow Collaborative Emails.

Accounts Receivable

 

AR_APPR

Access to approve accounts receivable bills (invoices) in accordance with the University Delegations Framework. Refer http://about.anu.edu.au/governance-structure/delegations

AR_OFFR

This role applies to all officers involved in the creation of invoices and creation of new customers.

Asset Management

 

AM_OFFR*

Applies to officers involved in the administration of assets, primarily responsible for maintaining asset records, transferring of assets and disposing of assets.

General Ledger

 

GL_APPR

Access to approving Journals in accordance with the University Delegations Framework. Refer http://about.anu.edu.au/governance-structure/delegations

GL_JNL

Access to being able to create ACTUALS, FINANCIAL and ADJUSTMENT journals, including the ability to upload journals from spreadsheets.

Inventory

 

IN_STMAN

Access to defining control data specific to a Budget Unit and performing adjustment functions for the store. 

-Restricted to the Store Manager within a Budget Unit with an inventory store.

IN_ST

Access to day to day inventory maintenance functions like maintaining bin locations, processing inventory requisitions, issuing inventory. 

-Restricted to store persons within a Budget Unit with an inventory store. 

IN_STREQ

Access to end users and store persons with the ability to create inventory requisitions.

Purchasing

 

PO_APPR

Access to approve purchases (including purchase orders and requisitions) in accordance with the University’s Delegations Framework. Refer http://about.anu.edu.au/governance-structure/delegations

PO_BM

Access to define and modify control data specific to a Budget Unit, for example Location Codes. 

-Restricted to Business Officers / Budget Unit Managers.

PO_PO

Access to building purchase orders from approved purchase requisitions and the ability to perform further sourcing on incomplete purchase requisitions. 

-Generally allocated to purchasing officers within Budget Units. 

PO_REQ

Access to creating purchase requisitions that will then result in being dispatched as purchase orders, also includes the ability to enter purchase orders directly. 

PO_RECV

Access to recording receiving details for goods and services. 

Access to be provided to any officer that may be the first point of receipt and recording the receiving of goods/ services and to any end-users that require access to recording the acceptance of goods/ services.