Sales and Purchasing are two SolaCount application roles added on 10 October 2026. They are for people who prepare customer or supplier paperwork every day but should not touch the books themselves: the sales assistant who drafts quotes and invoices, the buyer who drafts purchase bills. Before these roles you had to give such people Accountant (Member), which allows far more than they need.
Use them to keep posting, payment and reporting rights with your accountants, while the people closest to customers and suppliers still do their own data entry.
Where to find it
You give the roles in the same places as any app role:
| Where | How |
|---|---|
| Invite a teammate | Team → Invite a teammate → tick SolaCount → Choose a role → Sales or Purchasing. See Team. |
| Edit a member | Team → Edit on the person → their organization card → SolaCount → Choose a role. |
| Add a second role | Current organization → Application Roles → the person's SolaCount block → Add a role… → Assign. See Application roles. |
Who can give them: organization owners, and organization managers who are allowed to assign app access and who hold the same role themselves. Owners cannot give these roles to themselves (they already have full access).
Plan: the organization needs SolaCount in its plan (see Billing & plans).
What each role can and cannot do
| Sales | Purchasing | |
|---|---|---|
| Summary | "Prepare customer and sales documents within your authorized organization." | "Prepare supplier and purchasing documents within your authorized organization." |
| Can | Manage customers and sales drafts. View selling prices and sales balances. View available quantities and delivery status. | Manage suppliers and purchase drafts. View supplier prices, purchasing history and supplier balances. View available quantities and receiving status. |
| Cannot | Post, collect, refund, reverse or override approvals without separate permissions. View purchasing costs, profit margins or company financial statements. Confirm stock delivery, or administer settings, banking or team access. | Post, pay, refund, reverse or override approvals without separate permissions. View customer transactions or company financial statements. Confirm physical receipt, or administer settings, banking or team access. |
| Scope | SolaCount only. Existing approval and record-scope rules still apply. | SolaCount only. Existing approval and record-scope rules still apply. |
The same text appears in the Role guide beside the role pickers, in English and Arabic.
"Without separate permissions" means exactly that: the roles themselves never post or pay. If your organization also gives a person a posting permission, or the person also holds Accountant (Member), those rights apply as well. Approval workflows and any restriction of which records a person may see (scope) continue to apply.
Rules
| Rule | Detail |
|---|---|
| Combine roles | Roles are additive. A person can hold Sales and Purchasing together, or either on top of Accountant (Member). Assigning a role the person already has changes nothing: "Application role was already assigned." |
| Offered only when ready | A role appears in the picker only when SolaCount has reported it ready for the organization. If a role is missing from the list, SolaCount has not reported it ready yet. |
| Access first | The person must already be an active member and have SolaCount access ("Application access must be granted before a role can be assigned."). |
| Other apps | The roles do nothing in SolaStock, SolaProjects or SolaHR. Stock delivery and receipt are confirmed by people with a SolaStock warehouse role. |
| Removing | Application Roles → Remove on the role chip. Removing a role does not remove SolaCount access. |
Worked examples
Example 1: a sales assistant for a trading company
Al Noor Trading LLC (Dubai) sells lighting to contractors. Mariam Al Hashimi, the owner, hires Noura as a sales assistant.
- Mariam opens Team → Invite a teammate, enters
noura@gmail.com, ticks Al Noor Trading LLC, role Member. - Under Applications she ticks SolaCount and chooses Sales. The Role guide shows what Sales can and cannot do.
- Noura accepts. In SolaCount she creates a customer, Meem Warehouse Co., and a sales draft for 40 LED panels at AED 185 each (AED 7,400 before VAT).
- She can see the selling prices and what the customer owes, but she cannot post the invoice: posting needs a separate permission. Khalid, the Finance Manager, reviews and posts it.
- Noura cannot see purchasing costs, profit margins or the company financial statements.
Example 2: one buyer who also helps in accounts
Yousef Al Mansoori buys stock for Al Noor Trading LLC and, at month end, helps record supplier payments.
- Mariam gives Yousef Purchasing when he joins.
- A month later she opens Current organization → Application Roles, finds Yousef's SolaCount block and chooses Add a role… → Accountant (Member) → Assign. The notice "Application role assigned." appears.
- Yousef now holds both roles. Purchasing keeps his supplier and purchase-draft work, and Accountant (Member) adds posting and paying bills.
- When he stops helping in accounts, Mariam clicks Remove on the Accountant (Member) chip. He keeps Purchasing and his SolaCount access.
How it connects
| Part | Relationship |
|---|---|
| Application roles | The page where all app roles are listed, assigned and removed. |
| Team and Receiving an invitation | Where the role is chosen when inviting or editing. |
| User types and roles | How organization roles and app roles fit together. |
| Warehouse and purchasing alerts | Stock people (not Sales or Purchasing roles) receive the dispatch and receiving alerts that Sales and Purchasing documents create. |
Tips and common problems
| Problem | Cause | Fix |
|---|---|---|
| Sales or Purchasing is not in the picker. | SolaCount has not reported the role ready for this organization, or you may not grant it (a manager can only grant roles they hold). | Ask an owner, or check Billing → Subscriptions for a setup notice. |
| A Sales user cannot post an invoice. | By design. | Have an Accountant or Finance Manager post it, or ask the owner for the separate permission. |
| A Purchasing user cannot see customer invoices. | By design. | Give Sales or Accountant (Member) if they need them. |
| I cannot give myself Sales. | Owners already have full access, and these roles are not self-assignable. | Nothing to do. |
| The person says they cannot open SolaCount. | They have a role but no SolaCount access, or the plan has no free seat. | Check Has access on Application Roles and the seat meters on Team. |