> ## Documentation Index
> Fetch the complete documentation index at: https://docs.seloria.io/llms.txt
> Use this file to discover all available pages before exploring further.

# PM and Admin

> How Procurement Managers control assignments and approvals, and how Admins manage the workspace

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.

## 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.

### What needs your attention

When a PM or Admin signs in, the dashboard leads with a **Needs your attention** tray — one live list of the things that have gone off-track and need a decision, pulled from across the workflow:

* **Budgets over their limit** — committed or spent amounts past the budget.
* **Approvals waiting too long** — awards or POs pending approval beyond your SLA window.
* **RFQs with no response** — published RFQs whose deadline passed without any supplier quote.
* **Purchase orders overdue** — POs whose delivery date has passed without a receipt.

Each item links straight to the record so you can act on it, turning the dashboard into a worklist rather than a wall of numbers.

### 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.

### 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.

### 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.

## 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.

### 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.

### 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.