Using Groups allows you to group suppliers together and then you define which Users can see which Groups(suppliers). This allows certain bills to be presented to certain users, giving you better security and control. For example a Hotel would have a Kitchen Group and Bar Group, where you would add the kitchen's suppliers to the kitchen Group & the Bar suppliers to the Bar group. The next step would be to add the Bar staff's invitbox users to the Bar group and so on. This way the bar staff would only be able to view the Bar's invoices.
Click here to watch a video on how Groups work. (Note that the Groups segment is 4 min 55 secs in)
Note that Groups is an optional feature. However, if you do not use Groups be aware that every User who has Approver status will be able to view every bill in your Invitbox account. If you wish to restrict which Users view (and approve) bills from certain Suppliers, you should use the Groups feature.
To access Groups go to the Admin Tab> Groups; Edit
You Add, Delete and Edit the names of Groups at the top of the screen.
When a Group is selected, the associated suppliers are listed in the top box, left-hand side. Other suppliers are on the right-hand side. You can move suppliers in and out of Groups by highlighting them and selecting the arrows between the top boxes.
Users who are associated with a Group (and therefore have visibility of bills from suppliers within that Group) are listed in the bottom box, left-hand side. Other Users are on the right-hand side. Similarly you can move Users in and out of a Group by highlighting them and selecting the arrows between the bottom boxes.
Admins and Users with AP status are automatically defaulted to be associated with every Group. You cannot disassociate them from a Group because they need to be able to see all Groups to do their job.
Any Suppliers that are not part of any Group will only have their bills viewed by Admins.
Note that a User with executive sign off can see all invoices regardless of what groups they are allocated to.
Can I add a supplier to more than 1 group?
You can only put one supplier in one group. You can however create another group as a 'super group' into which you can put any suppliers which cross over groups. For eg Group A- Sales, Group B- marketing and then Group C would be Sales & Marketing. You could have User #1 assigned to group A, User#2 to group B and then both Users assigned to Group C. To get a better idea of how this works click here.