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60 votes
We appreciate the feedback and interest in being able to set different levels of approval across different transaction types in Xero atm. Currently the draft permission will enable a user to create draft transactions in an org with out the ability to approve, while the Sales Invoice Only role will enable a user to create and approve invoices or quotes without access to purchases, and similarly the Invoice Only Purchases role will allow a user to create and approve Purchase transactions without access to Sales.
To better understand the ask in this idea can you share exactly the type of set up you would be looking to achieve to help with entering information in your organisation.
Haley King
supported this idea
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182 votes
An error occurred while saving the comment An error occurred while saving the comment Haley King
commented
**Title:** Purchase Order–Only User Access (No Bills Visibility)
**Request:**
We would like the ability to assign users access to purchase orders only, without any visibility of supplier bills or broader financial information.**Use Case:**
In our business, operational staff (e.g. apprentices, site staff, or project team members) need to raise and manage purchase orders as part of their role. However, they should not have access to financial data such as supplier bills, costs, or payment details.**Current Issue:**
At present, Xero user roles bundle purchase order access together with bills and supplier information. This means we cannot safely allow team members to create POs without also exposing sensitive financial data.**Impact:**
* Limits our ability to delegate purchasing tasks
* Creates unnecessary risk by exposing financial information
* Forces us to rely on manual processes or external tools**Suggested Solution:**
Introduce more granular permissions that allow:* Create/edit/view purchase orders
* Without access to bills, payments, or full supplier financial data**Benefit:**
This would allow businesses to safely involve operational staff in procurement workflows while maintaining appropriate financial controls.---
Haley King
supported this idea
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would like to request more granular user permissions for purchasing functions.
Specifically, I need to allow a user to:
Create and manage purchase orders
Access supplier/contact records for operational purposes
But restrict them from:
Viewing bills
Seeing any financial values (amounts, totals, pricing)
Accessing financial data within contact records
This would be particularly useful for operational or procurement staff who need to manage purchasing workflows without access to sensitive financial information.
Currently, permission levels require granting broader financial visibility than is appropriate for these roles.
A solution could include:
A “Purchasing Only (No Financials)” role, or
Toggle permissions to hide monetary values and bills while retaining operational access
This would greatly improve privacy and internal control for businesses.