AP Clerks on Ramp

Overview

The AP Clerk a permission set on Ramp is designed for team members who need to manage your business's accounts payable (AP) process within Ramp Bill Pay. This role gives users the ability to draft, create, edit, view, and initiate the approval process for bills, as well as manage vendor information.

The AP Clerk role is not a standalone role but rather a set of permissions that can be added to a user's existing base role (e.g., Employee, Manager). This allows for flexible and secure delegation of your AP tasks.

How to Assign an AP Clerk

An administrator can assign AP clerk through the Bill Pay settings by following the steps below:

1. Navigate to the Bill Pay tab on the left-hand menu.
2. Click the three vertical dots (⋮) on the top right of the page and select Settings.
3. Go to the Permissions tab.
4. Under the "AP clerk permissions" section, use the dropdown menu to search for and select the user(s) you want to assign.
5. Click the Add button. The user will now have AP Clerk permissions.

Managing Multi-Entity Access

If your business uses Ramp's multi-entity functionality, you can restrict an AP Clerk's access to specific entities. This ensures they can only view and manage bills for the entities they are responsible for.

To configure entity access for an AP Clerk:

1. Navigate to Bill Pay > Settings > Permissions.
2. Find the user in the "AP clerks" list.
3. To the right of their name, click the dropdown menu that defaults to All entities.
4. Select the specific entity or entities you want to grant them access to.

5. The changes are saved automatically. The user will now only see bills and vendors associated with their assigned entities.

   

Customizing permissions for AP clerks

Ramp allows administrators to customize the specific permissions granted to the AP Clerk role to fit your company's internal controls.

To customize the role:

1. Navigate to the Company tab and click on Settings.
2. Select the User Roles tab.
3. Click on the AP clerk role to open the permissions editor.

From here, you can view the default permissions for AP clerks as well as enable/disable specific capabilities:

Default Permissions: By default, all AP clerks can:

• View, create, edit, and delete draft bills
  • Note, if multi-entity restrictions are toggled on, then AP clerk would be limited to bills tied to the entity they are assigned
• View all submitted bills and recurring bills
  • Note, if multi-entity restrictions are toggled on, then AP clerk would be limited to bills tied to the entity they are assigned
• View and edit details on all vendors.
• View Price Intelligence and Seat Intelligence for all vendors

Customizable permissions: You can grant AP Clerks the following additional permissions:

• Create and submit new bills and recurring bills (kicking off the approval workflow)
• Edit and archive existing (submitted) bills and payments.
• View payment details (like payment scheduling, payment method, bank account details, etc.)
  • This permission is dependent on on the “edit and archive existing bills and payments being” on
• Sync bills to your integrated ERP
• Edit Bill Pay settings.
• Edit the approval chain on draft bills and submitted bills

Learn more about customizing roles and permissions on Ramp here.

Frequently Asked Questions (FAQs)

• Who can be designated as an AP Clerk?
  • An administrator can designate any Ramp user (Employee, Manager, etc.) as an AP Clerk.
• Can I assign AP Clerk permissions from the Company tab?
  • Yes. While you can manage existing AP Clerks from the Bill Pay settings, you can also assign the AP Clerk role to a new user directly from the Company > People tab when you invite them to Ramp.
• What specific capabilities can an AP Clerk have?
  • AP Clerks are primarily focused on Bill Pay and Vendor management. Their permissions can be customized, but they can be granted the ability to:
    • Manage Bills: Create, view, edit, and delete draft bills. They can also optionally be permitted to submit bills for approval, edit/archive already submitted bills, and edit and view payment details on bills
    • Modify Approval Workflows: Adjust the approval chain for bills that require different routing.
    • Manage Vendors: Access, create, and maintain all vendor information, including payment and tax details.
    • Sync Data: Sync bills to your connected ERP (optional permission).
• Can I limit an AP Clerk's access to bills from specific business entities?
  • Yes. If your company has multiple entities on Ramp, you can configure an AP Clerk's permissions to grant them access to all entities or restrict them to one or more specific entities. This is managed in the Bill Pay settings.

The following tags apply to this article:

• Admin
• Bookkeeper
• AP Clerk
• Bill Pay