Roles, Permissions, and Conditional Approvals in AP Gateway

What are Roles & Permissions?

Roles & Permissions is a feature in AP Gateway that allows users with the Manage Users permission to self-manage their organization’s userbase by giving them controlled access to add, modify, or deactivate user accounts and their associated permissions.

What is the difference between permissions and roles?

Permissions are designated actions that can be individually assigned to user accounts, such as the permission to upload payments files (Manage File Uploads) or to approve payments (Payment Approver). Whereas Roles are defined sets of permissions that can be assigned to user accounts. Roles can be used as a template to designate permissions to users based on their duties in the payment processing workflow. For example, suppose there are ten new users that need to be added to AP Gateway. These users need accounts with permissions to upload payment files (Manage File Uploads), update vendor lists (Manage Vendors), and view reports for their organization (View Organization Reports). A user with the Manage Users permission can assign the A/P role that is predefined with the needed permissions to all ten user accounts at once instead of adding each permission to the user accounts individually.

How do I add a user if I am unable to access AP Gateway?

To add a user to AP Gateway if you do not have access:

1. Download the AP Gateway - Add Remove User Form.pdf form attached below.
2. Complete the form for the new user.
3. Have the form signed by a current AP Gateway user with the Manage Users permission.
4. Email the completed form to the Technical Support team at [e-mail].

What are Conditional Approvals?

Conditional Approvals is a feature in AP Gateway that allows users with the Payment Approver permission to configure multiple credit and payment file approvers with varying permission levels and approval amount limits for their organization.

To configure an account for conditional approvals (if applicable):

1. Download the AP Gateway_Conditional Approvals Configuration Form - Corpay.pdf form attached below.
2. Complete the form.
3. Have the form signed by a current AP Gateway user with the Payment Approver permission.
4. Email the completed form to the Technical Support team at [e-mail].