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      Prendio Admin Role Comprehensive Training

      This document details the features available to the Prendio Company Admin role.

       Updated on February 3, 2025
       
      Prerequisites:
      The features detailed here require the Prendio Admin role.
       
      Notes:
      All features and sections in this document are also available as individual Knowledgebase documents.
      Some features are still in development or not yet implemented and are noted so.
       
       
       
       General Configuration
       
      This document details the configuration on the Admin > General > General window.
       
      Admin > General > General:
       
       
       
      The Cart, PO, and Voucher Starting #s were setup for your company during the Onboarding Process:
       
      A Default Supplier Note can be entered here. This note will appear at the bottom of POs.  An attachment can also be uploaded via Default PO Email Attachment(s).  Uploaded attachments will be submitted to suppliers along with the PO:
       
       
      Your Company Website, DUNS, and FID are entered here:
       
      An Authorized Buyer Signature and Company Logo can be added here by hovering the mouse over the bottom of the boxes and clicking the Replace button as seen below.  Hover your Cursor below this field to Add or Replace a Signature.:
       
       
       
       Select Choose File to maneuver to and select a Signature Image.  After selecting the image, position it in the window using Zoom Out and Zoom In.  Select Set as Signature Image when complete:
       
       
       
      Hover your Cursor below this field to Add or Replace a Company Logo Note: Adding and positioning the Company Logo Image is the same as a Signature:
       
      A Default Credit Reference can be attached here, as well as a Default Bill To Address and Default AP To Email Address:
       
       
       
      Add can be selected to Add Shipping Accounts. The added Shipping Account(s) will display in the Supplier Details window:
       
      Domains to whitelist for the company’s Scan Upload Email address can be added via Scan Upload Whitelist:
       
      Select Add for the Domain Detail window to appear.  Add the domain and check that the domain is Active. Save when complete:
       
       
      If a domain is invalid, an error message will appear prompting the user to adjust:
       

      The domain will appear in the Scan Upload Whitelist table. A green checkmark will appear in the Status column indicating that the domain is Active:

       

      Adjustments to each domain can be made via the Action column (Edit or Delete):

       

      Additional domains can be added:

       

      If a domain needs to be deactivated, select Edit in the Action column:

       

      Uncheck the box to the left of Active and Save:

       

      The domain will be deactivated and a red X will appear in Status:

       

      Domains can be deleted via Actions if this is the preferred method. Deactivating a domain allows the domain to remain in the table for historical purposes. Deactivating a domain may also be preferred if this action is temporary and the domain will be re-activated in the future.

       

      Select Save at the top right of the page when the configuration is complete:

       

       

       
       
       Notification Configuration
       
      This section details the configuration on the Admin > General > Notifications window.
       
      Admin > General > Notifications:
       
       
      The time that the first Requisition Approval Notification is sent is not configurable (Cart is submitted by Requester for Requisition Approval.  First request for approval is sent by email), this request is sent immediately after the cart is submitted:
       

      The Reminder Approval Request is sent to the approver if he or she does not respond during the time configured here. In this example if the approver does not respond in 1 day, a Reminder Email Notification is sent to that approver:

       

      Text Message Reminders can also be configured. If the approver does not respond to the Reminder Approval Request within the time configured here, a Text Message Reminder can also be sent.
      Notes: If a time is not entered for text message notifications this type of notification is disabled.
      To receive text message notifications the approver’s cell phone number and carrier must be specified and this feature also must be enabled in their Prendio User Profile:

       

      A Delegate Approval Request is sent to that approver’s delegate if the approver does not respond to any of the previous approval requests. In this example a request is sent in 2 days of when the cart was submitted to the Approver’s Delegate if the approver did not respond to any requests.
      Note: The Approver’s Delegate is immediately notified if Out of Office (OOO) is configured in the Approver’s Prendio User Account Setup.

       

      The Next Approver in the Requester’s Approval Path is sent an approval request when a requisition requires more than one approver. In this example a request is sent in 3 days of when the cart was submitted to the Next Approver:

       

       
      Quiet Hours can be enabled for Notifications will be Paused for the Time Period entered.
       
        
      Got it. Notification Message
      Got It is a feature for the Receiver role that sends an Email and if configured a Text Message to the requester of an order. A Default Message can be entered here:
       
       
      Slack Notification Configurations
      If enabled Prendio Notifications can be communicated through Slack.
       Note: This setup is configured by the Company Admin together with their IT Department.
       
       
       
       
       
       Safety Approver Configuration
       
      * Safety Approvers is no longer in use as it is an older feature in Prendio.
       
      Addresses 
      Billing and Shipping addresses are no longer accessible by users with the Admin role.  If an address needs to be updated, please contact a user with the Buyer role.
       
              
       Adding Dashboard Announcements And Holidays
       
      Announcements and Holidays added by an Admin will appear above the Support heading on the Dashboard:
       
      Admin > General > Announcements:
       
       
      Select Announcements followed by Add Announcement:
       
      Add the Announcement Verbiage in the Dashboard Content field.  Select the From and To Dates that the Announcement will appear on the Dashboard.  Save when complete:
       
      The Announcement is now saved and can be Edited or Deleted using available Actions:
       
      Note: The Prendio Team will also post Announcements for scheduled System Maintenance that will appear on the Dashboard for all Prendio Companies.
       
      Admin > General > Holidays
       
      Select Holidays followed by Add Holiday:
       
      Select the Date for the Holiday add the Holiday Name.  Check Shipping Holiday - No packages received if the office or lab is closed.  Save when complete:
       
       
      The Holiday is now saved and can be Edited or Deleted using available Actions:
       
       
       
       
       
        
       Accounting Configuration
       
      This section details the Admin > General > Accounting Setup.
       
      Note: This setup window is also available in AP Management > General Accounting and the changes are best made there.
       

      Admin > General > Accounting

       

      New Supplier Approval can be enabled. To enable this feature click in the New Supplier Approver pulldown menu to select a Prendio User from the list. Once enabled, that user will need to approve any new supplier requests for your company:

       

      Enable ERP Integration This feature is not selected by default. When not enabled Prendio orders are Exported as CSV (comma separated values) files for manual import into the ERP System. When enabled these orders can be pushed to the configured ERP System.

      Note: The initial ERP Integration is completed with the assistance of the Prendio Technical Support. Please contact support@prendio.com when any changes are necessary.

       

      ERP Connector Setup

      The available selections are Prendio Quickbooks Online Connector, Prendio Quickbooks Desktop Connector, Prendio NetSuite Connector, Prendio Oracle Fusion Connector, Sage Intaact, and Prendio MS Business Central Connector.

      All of these selections communicate website to website (online connector) with the exception of Quickbooks Desktop.

      Note: Quickbooks Online will be used in this example.

       

      The Renew Connection button is used to re-establish communication between the Prendio and Quickbooks secure websites.  Please note that Renew Connection only appears if QuickBooks Online is the selected ERP system:

       

      Prendio Flexible Segments

      Common ERP Segments are how the Segments are named internally in Prendio. These names cannot be modified:

       

      Prendio Segments are how the Segments are named in the Prendio User Interface (examples: Carts, Accounts Payable and AP Push):

       

      The default names are used here. These can be changed to match the ERP Naming.

      These are Optional Segments and can only be enabled with the assistance of Prendio Technical Support. Please contact support@prendio.com when any changes are necessary:

       

      With the Prendio online connectors an AP Push Bundle can be selected. This will attach the document(s) in PDF format to the orders and these bundles will be pushed to these ERP Systems:

       
       

      The documentation selections available display in the AP Push Bundle pulldown menu. The selections are Invoice + PO + Packing Slip(s) + Approval Summary, Invoice + PO + Packing Slip(s), Invoice + PO + Approval Summary, Invoice, and (do not attach any documents):

       
       

      The Tax and Freight Assignment pulldown menu has 2 selections, Distributed to Lines and Specific Accounts. Selecting Distributed to Lines distributes the tax and freight between each line item in the order. Selecting Specific Accounts allows the Tax and Freight to be assigned individually to a GL Account:

       

      An Accounting Note can be entered here. The note entered here will appear in the Scan Match window for the Receiver and Accounts Payable roles:

       

      Save (bottom right of the page) when the configuration is complete:

       

       

      Support Menu Configuration

      This section details the Admin > General > Support Menu Setup. The Support Menu feature allows the Company Admin to set up Links to Email Addresses and URLs below the Support Heading on the Prendio Dashboard.
       
      Admin > General > Support Menu
       
       
      Select Add Support Item:
       
      Complete the Required Fields and Save when complete:
       
      Note: Active must be checked for the Support Menu detail entered to appear on the Prendio Dashboard.
       
      The added Support Menu added now displays on the Dashboard:
       
       
       
       
       
       

      Tolerances

       

      Buyer PO Creation defines the maximum amount of a Punchout order that can be submitted directly to a supplier without requiring review by a user with the Buyer role.

      Note: Punchout Orders below this amount will be sent directly to the Supplier and the PO Number will be provided to the Requester.

      In the event that punchout orders should not be processed for whatever reason (ex. users are out of office, holiday closure, etc), Admin users can override both Buyer PO Creation settings in Tolerances and Punchout Buyer Review at $ for individual suppliers by enabling Punchout Threshold Override. 

      This setting allows users to temporarily override Buyer PO Creation in Tolerances and Punchout Buyer Review at $ for individual suppliers without needing to update each individual supplier.  Original settings for both areas are in effect when turned Off.

       

      To enable the override, toggle the Punchout Threshold Override setting to On(blue).  The threshold for Buyer PO Creation will now be greyed out:

       
      Buyer PO Re-Approval is where the monetary amounts are entered for the percentages of a change to that amount determine whether re-approval is required:
       

      Receipt Creation is where the percentage of the quantity of an item received per order line without a PO revision:

       

       

      Always Save when a change is made.

       

       

       
      User Authentication Configuration
       
      This document details the Admin > General > User Authentication Setup. Prendio Authentication is the default in Prendio. However there is also Single Sign-On (SSO) Authentication option.
       
      Notes:
      SSO is setup by the Company Admin along with the Company's IT Department.
      Prendio Users must be Active with Prendio Authentication before SSO is selected for that User.
       
      Admin > General > User Authentication
       
      The default must be changed from Prendio to Single Sign-On to configure this option.
       
      Once the setup is completed, Active Prendio Authentication User Profiles can be Edited and configured for SSO.
       
      Below are links to Knowledgebase Articles for the Identity Providers supported by Prendio:
       
       
       
      Adding A User To Prendio
      This section details the steps required to create a Prendio User Profile.
      For a more comprehensive overview of adding new users to Prendio, please visit: Adding a User to Prendio
       
      Admin > Users:
       
      Select Add User:
       
       

      A User Account Setup window will appear.  The General Tab will be selected on the left.  Please note that the other sections (Details, Authentication, and Secondary Notification) will be disabled until the General Tab is completed and Saved:

      Mandatory Fields will be indicated with a Red Asterisk (*) and must be completed.  These include Name, Email Address, Direct Phone, Prendio Role(s), and Default View for Carts/Reqs/Orders:
       

      Create/View Confidential Orders must be selected if this user is to have access to view and/or Confidential Orders.  Users with the Receiver or Accounts Payable role(s) must have Confidential Order access to view the Scan Match:

      For more information regarding Confidential Orders and how this setting relates to Default View for Carts/Reqs/Orders, please visit: Confidential Orders.

       

      Save when complete:

       

       

       

      Details Tab -  Required Fields, Completing the Personal Approval Path, and Assigning Segments

      After completing the fields in the General tab and saving, the remaining tabs on the left, Details, Authentication, and Secondary Notification will be accessible.  Select the Details Tab:

       

      The user's Spend Limit, Approval Limit, Approval Delegate, and Next Approver must be selected.

      Note: Clicking in the Approval Delegate and Next Approver pulldown menus will display a list of Prendio users to select from.

       

       

      Select Add Approver to display a list of Prendio Users to manually select as Approvers to add to the user's Personal Approval Path:

      - or -

      After a Next Approver is added, select Reset Path to Default for Prendio to automatically add the Approvers to the Personal Approval Path. Reset Path Default Builds the approval path based on The Next Approver Setting for each user.

       

      When Reset Path to Default is selected, Rachel (Next Approver) will be the first approver on the user's approval path, followed by Rachel's Next Approver (Joanna), Followed by that user's next approver (Susan) and so on until the top most approver:

       

      Allowed Departments
      The user must be a Member of a Department for that department to be available to the user when creating a new cart.  In the Allowed Departments header click on Manage:
       

      Check the box next to All to add the user as a member to all departments or manually select the department(s) the user should be a member of.  Save when complete:

       

      The Allowed Departments field now displays the number of departments this user is a member of. A department can also be selected as the default for the user.

      Note: The Default Department will automatically be selected when the user creates a new cart.

       

      Allowed Projects
      Note: Projects are an optional feature and will not appear if they are not enabled for your company. The user must be a Member of a Project for that project to be available to the user when creating a new cart.

       

      Check the box next to All to add the user as a member to all projects or manually select the project(s) the user should be a member of:

      Note: Timetable is an option in Prendio that the users can post the times spent on projects. If your company has this option check the box under Timetable next to the Project(s) that should be available for time tracking.

      The window automatically saves updates. Close this window when complete.

      The Allowed Projects field now displays the number of projects this user is a member of:

       

      Save on the bottom of the Details tab when complete:

       
       

      Authentication Tab

      The Authentication tab for a new user account allows an Admin to indicate if a user needs to log in via Single Sign-On:

       

      If Single Sign-On is not enabled, the Auth Method will automatically default to Prendio and this tab does not need to be completed.  The user will login to Prendio using their email address (as indicated in their account) and password.  For more details about Single Sign-On, please visit:

      User Authentication Configuration

       
       

      Secondary Notification Tab

      The Secondary Notification tab allows an Admin to indicate the user's Slack username if Prendio is configured with Slack:

      If Slack is not enabled, the Slack Username can be left blank.  For more details about configuring Prendio with Slack, please visit: Setting up the Slack Integration for Prendio

       

      Sending an Activation Email

      Navigate back to the General tab in the User Account Setup window:
      Select Send Activation to send an email to the user that contains a link for the user to Activate their profile:
       

      Activation Request email sent will appear briefly:

       

      Save and exit out of the User Account Setup window when complete:

       

      The table of users will appear.  When creating a new user account, the status of the account appears as Draft.  After sending an activation to a user, the account will display in a Pending status:

      After the user responds to the activation request, the status will change to Active.
       

      Additional Information

      In the Details tab of a user account, a summary of the user's Delegate, Approval Path, and Watcher responsibilities is included at the bottom of the Details tab:
       
       
       
       
       
      Making A Prendio User Profile Inactive and Deleting the Account (if Required)
      For a more comprehensive review of deactivating user accounts, please visit: Making a Prendio User Profile Inactive
       
      This section details the steps required to delete a Prendio User Profile and the recommended preparation prior to this change.
       
       It is required that all open Requisitions or Purchase Orders (PO) for a user be reassigned before their account can be deactivated. When attempting to deactivate, if Prendio detects that the user is the Requester for any open orders, the Reassign Purchase Orders / Requisition window automatically opens with a warning that orders must be reassigned:
       
       
      Before a user is deleted it is recommended that a Company Admin note which Delegate, Personal Approval Path, and Approver/Watcher responsibilities the user is a part of. This information can then be referenced when making the necessary edits to the profiles of anyone impacted by this change. This procedure begins with an example of this preparation.

       

      Noting The User's Delegate, Personal Approval Path, And Approver/Watcher Responsibilities

      Admin > User > Edit User

       

      Select the Details tab.  Scroll to the bottom to locate the user's Delegate, Personal Approval Path, and Approver/Watcher responsibilities:

      Note or Create A Screenshot of this information for reference during the editing of the users that will be impacted by this change.

       

      Deactivating A Prendio User Profile
      Before deleting a Prendio User Profile the profile must be Inactive.

      Admin > Users > Edit User

       

      Check the Account Inactive Box:

       

      At the Confirmation window, press OK.  Enter a Reason for this activity.  Submit when complete:

       

      Back at the User Account Setup window, select Save.  Exit out of the User Account Setup window when complete:

      Notes:
      Prendio User Licensing Charges do not apply to Inactive Users. For this reason many customers choose not to delete these profiles. Instead, they are used future reference or historical purposes. Inactive profiles do not display in the Users window by default.

       

      Deleting The User Profile

      Admin > Users

      Select the Include Inactive box:

       

      Find the inactive user and select Delete:

       

      Confirm Yes to delete:

       

      A success message will appear at the top of the screen:

       

      The user will no longer appear in the table of users even if Include Inactive is selected.

       

       
       
       
      Prendio Account
       
      The Primary and Secondary Administrators are selected here. The Primary Administrator's Name will be referenced as support for some Prendio Error Messages. If the Primary Administrator is Out Of Office, the Secondary Administrator will be referenced:
       
       
      Note: Press Save if changes are made.
       
      Account History records changes made to Prendio User Profiles:
       
      *If more detail is needed regarding a user's account including creation date, inactivation date, log in/out dates, updates to Spend Limit, Approval Limit, and other account details, please visit the User Audit Report of the Analysis Tab.  More information can be found here: