PM and Admin

The Procurement Manager (PM) and Admin roles split control of Seloria between procurement authority and workspace administration. The distinction matters: in a hierarchical organization, the PM approves spend — the Admin runs the platform.

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The Procurement Manager

The PM is the control point of the procurement workflow. PMs see everything in the organization: all requests, all sourcing events, all purchase orders, plus Budgets and Reports in the sidebar.

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The approvals hub

The PM’s command center is Intakes → Approvals, a three-tab queue with live counters:

• Assign — newly submitted purchase requests waiting to be assigned. The PM reviews each request and assigns it to a Buyer. This step is mandatory: Buyers cannot see or work a request until a PM assigns it to them.
• RFQs — RFQs waiting for PM approval before they go out.
• POs — awards and purchase orders waiting for spend approval.

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Approval gates

Seloria routes decisions to the PM automatically based on thresholds your organization configures in Settings → Financial → Approvals & Budget:

• Award approval — when an award’s total exceeds the award threshold, the RFQ moves to Award Pending Approval and purchase orders cannot be generated until a PM approves.
• Unbudgeted spend — optionally, awards with no linked budget above a set amount also require PM approval.
• PO approval — independently of the award gate, a purchase order above the PO threshold cannot be sent to the supplier until a PM approves it.

When a PM approves or rejects, the requesting Buyer is notified in-app and by email, and the decision is recorded in the audit history.

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Budgets

PMs have full budget authority: they see all amounts (total, committed, spent, available), and they are the only role that can activate a budget — Buyers can prepare drafts, but a draft has no effect until a PM approves it. PMs also approve, reject, and close budgets.

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The Admin

The Admin is the workspace administrator. Admins have everything the PM has in navigation — including the assignments view and the PM approvals queue — plus full control of Settings:

• Organization — company profile, structure (divisions, departments, projects), Users & Roles, supplier categories, codes and SKU formats, document numbering, and document templates.
• Financial — currencies, tax rules, cost categories, and the approval/budget thresholds described above.
• Logistics — addresses and incoterms.
• Security — organization-wide security policies.
• Workflow — RFQ statuses and transitions, evaluation criteria, and SLA timers.

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Managing users and roles

Only Admins manage users, from Settings → Organization → Users & Roles:

1. Invite a user with their email, name, role, and optional department. They appear as Pending until they set a password.
2. Edit a user to change their role or department at any time.
3. Deactivate a user to revoke access (you cannot deactivate yourself).
4. Resend invitations that were never accepted.

The last-admin protection applies here: Seloria refuses to demote the only remaining active Admin — promote a replacement first.

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Small Team mode and approval authority

By default (hierarchical mode), the Admin is not a procurement approver — awards, POs, and budget activations require a PM. This enforces separation of duties in larger teams. For small teams where one person wears both hats, the Admin can switch the organization to Small Team mode in Settings (under the company profile). With Small Team mode on, the Admin can also approve awards, purchase orders, and budgets — acting as the PM. Only Admins can change this toggle. Regardless of mode, Admins retain technical override powers for exceptional situations (for example, reassigning a stuck request); these actions are recorded in the audit history.