Lumiya Administration Guide
First published on: 03/24/2025/8:30 am
Introduction
Vision33 STATEMENT OF CONFIDENTIALITY AND EXCEPTIONS
The contents of this document shall remain the confidential property of Vision33 and may not be communicated to any other party without the prior written approval of Vision33. This document must not be reproduced in whole or in part. It must not be used other than for evaluation purposes, except with the prior written consent of Vision33, and then only on the condition that Vision33 and any other copyright notices are included in such reproduction. No information as to the contents or subject matter of this document or any part shall be given or communicated to any third party without the prior written consent of Vision33. We endeavour to ensure that the information in this document is correct and stated fairly but do not accept liability for errors or omissions. The information herein may be changed without notice.
Overview
Lumiya is a cloud-based suite of applications for purchasing, sales, and expenses. It’s configurable to your organisation’s business rules, workflows, and policies and provides business-wide control and visibility.
Lumiya's standard framework and tool set is designed to simplify daily business, reduce manual, repetitive tasks, and improve control and visibility.
This document summarises the Lumiya administration areas, from implementation to daily operation.
Note: The information may vary depending on your applications and modules.
ERP integration – Lumiya powered by Saltbox
Integrating Lumiya with your existing on-premises or cloud-based ERP solution is powered by Saltbox.
Feedback and questions
Your Lumiya consultant can answer questions, accept feedback, or offer clarification related to this document.
You can also contact Vision33 TOTAL Care by emailing support@vision33.com and including ‘Lumiya’ in the subject line.
System Configuration Fundamentals
Configuration elements
The Lumiya local administrator is critical for managing the system and has privileges/access rights beyond creating and approving documents. You should allocate these administrative privileges to only a few individuals.
These administrative functions include:
- Managing the Lumiya configuration
- Controlling integration with the source ERP
- Activating, updating, and disabling users
- Controlling user access rights
- Configuring and managing approval workflow paths, rules, and limits
The diagram below illustrates the Lumiya configuration elements for purchasing, sales, and expenses.
Lumiya provides an electronic workflow of documents and automatically routes review and approval requests to the appropriate authoriser.
Authorisation limits are determined by a user’s role and group(s); a group is commonly defined as a department.
The workflow approval paths and authorisation limits are configured and maintained by the Lumiya system administrator. Each user is assigned a specific role, and roles are commonly based on approval limits.
Glossary of Important Terms
| Approval workflow | These are the pre-defined paths Lumiya uses to determine how many approvals are required and from which users/roles/groups/functions. |
| Company settings | There are several system configuration options. They allow you to set up Lumiya according to your company’s processing requirements. This information should be relatively static (i.e., once you configure these settings, you’ll rarely change them). |
| Document type/transaction type | Interchangeable terms for the processed documents, including purchase order, purchase invoice, expense claim, and sales order. |
| Groups | A ‘group’ defines a group of users within Lumiya. Users are commonly grouped by department, and each user will be linked to one or more groups. (If multiple groups exist when you create documents, Lumiya will use a default group but offer a drop-down list for you to choose from.) |
| Local admin | The administrative user is a special role with access to manage system configuration, set up, and maintenance using facilities under the ‘admin’ top-level menu. You should give this role only to experienced, authorised individuals with authority who have been trained in making system configuration changes. |
| OCR | Optical character recognition processing that extracts information from electronic documents to populate transactions with Lumiya. |
| PO | Purchase order (transaction type) |
| PI | Purchase invoice (transaction type) |
| Role | An approval step can be assigned as a ‘role’ versus an individual user. A role is defined by the organisation according to its structure. Here, all users who are assigned the role will receive approval alerts for their assigned group(s). |
| SO | Sales order (transaction type) |
| SI | Sales invoice (transaction type) |
| UDF | User-defined fields relevant to each marketing document in SAP Business One. |
System Admin Menu Overview
You’ll see the administration menu option ‘admin’ if the user is set as a local administrator and has a role where the page rights have the admin options selected.
At least one user will have this assignment for new implementations, and others can be created as required.
The admin menu enables you to manage and control the configuration of and access to Lumiya, including users, roles, groups, page rights, dimensions, approval workflows, system settings, and company settings, using these admin menu options:
- Application configuration
- Audit
- Business rules
- Credit card file setup
- Email message setup
- Group setup
- Licensing
- Map key segment
- Mobile device management
- Notification list
- PI file import setup
- PO file import setup
- Rate setup
- Settings
- UDFs
- User setup
Application Configuration
The application configuration menu contains the main configuration options.
Company Addresses
Admin > Application Configuration > Companies
The companies page allows for integration to be managed and so the details in the ‘modify’ option should NOT be altered without checking with the support or consultancy teams. The addresses can be altered here where new addresses are needed to be used in the system.
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Once the addresses option is selected, the list of available addresses is shown and these can be altered as needed by clicking on the number of addresses.
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Double-clicking the line or a right-click would allow an address to be edited, copied or deleted. ’Add new’ would be selected for any new addresses needed, and then the address type should be selected on the new screen along with the address and the flag to set it as active and available within Lumiya.
- Ship To: Used for the purchasing module, e.g., on purchase order deliver to address
- Bill To: Optionally used within the purchasing module, e.g., on purchase order
- Deliver To: Not used
Note: There are also settings to allow use of delivery addresses from the finance system, so this screen may only be used for some of the addresses/address types.
Roles
Admin > Application Configuration > Roles
Roles are initially used to define access rights to a company’s documents and reports.
Roles can then be assigned to similar user groups with the same access requirements.
Note: It’s crucial to rationalise roles to minimise the need for multiple workflows.
For example:
- A purchase order (PO) creator has access to the documents they created
- Approvers have access to all documents within the groups they need to approve
- Finance approvers have access to all documents
Roles can be assigned to multiple companies — i.e., the role from Company A will be assigned to Company B if you are logged into Company B when you perform a save.
Note: Approval workflows can use ‘role’ instead of named users to reduce the administration required for new users, so check the workflows before creating new roles.
Right-clicking 'Edit' is the same as double-clicking on a row.
Right-clicking ‘Unlink’ can remove that role from the current company.
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Role name: Because the same role name can be created in multiple companies, we recommend that role names contain a company reference, as that’s the name available when assigning users a role.
Self-approval limit: This is the limit allowed across all document types the role can access.
Single or rapid: These are the screen options when processing invoices to determine if more space is available for the image.
- Rapid-entry: Typically for AP users, as they will see OCR scan status documents on their home page for processing
- Single: As per Rapid only; they do not process the OCR scan status documents
- Approve only: Not used in Lumiya
Own, all, or group: This determines what level of transactional data a user sees.
- Own: Users will see only their own created documents (typically standard users)
- All: Users will see all documents in all groups (typically finance approvers)
- Group: Users will see their own documents and those of users in the same groups (typically approvers)
Can see purchasing and sales: A role can be allowed to view the different Lumiya modules, in which case you may need a different role (e.g., there may be a single ‘manager’ role, but if that manager isn’t allowed to interact with the other side of the business, you would need two roles, such as ‘sales manager’ and ‘purchasing manager’).
Can delete: Typically, this would be an administrative-only function, as deleted transactions are removed from the system (versus being shown with a deleted status).
Can see audit: These users would see the audit menu option.
Can sync manually: Not used. This option is for the Vision33 presales team as a workaround to not automatically run the sync on a schedule.
Is customer or supplier: Not used.
Sample roles and settings:
Home page link options are dependent on the user's role, but the different widgets can show various hyperlinks.
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- Pending tasks
- Purchase Invoice Scans
- Documents to Submit
- Documents to Approve
- Overdue tasks
- Purchase Invoices Queried
- Any document capture related that are not OCR-Scan status, e.g., Failures
- Integration errors
- If a user has page rights to the purchase invoice listing page
- Other tasks
- Overdue deliveries
The home page can be customised further to show reporting or some of the standard report widgets, with easy links to the full reports.
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Approval workflows
Admin > Application Configuration > Approval Workflow
You can configure a Lumiya approval matrix, so the typical workflow allows a document to be approved and posted to the finance system.
Set up an approval matrix by combining approval workflows with roles, groups, and document types.
It’s important to optimise and rationalise this because it enables the system to be more easily configured, understood, and maintained.
Note: The number of ‘groups’, ‘roles’, and ‘workflows’ within the workflow matrix will affect the system’s performance when submitting documents.
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Creating and editing workflows
The most efficient way to set up an approval workflow is to ensure it applies to ‘all’ groups. That way, you have only one workflow to maintain.
However, if exceptions are needed for different transaction types and groups, you can set those as additional workflows.
You must configure the roles, groups, and users before you can select them in any workflow.
In the example below, groups 1-8 have been assigned to the same workflow, approvers are by ‘role’, and there are 7 approval steps, each with a unique approval value.
If there’s no user assigned to a particular role for a group, the workflow will automatically skip to the next step where there is a user assigned to the role and enabled for the group.
In the table, users are indicated by ‘Y’.
So, if a user in ‘Group 1’ creates a document, it will be approved at all 7 steps. If a user in ‘Group 2’ creates a document, it will be approved by a supervisor, general manager, CFO, and CEO.
Note: If you edit a workflow, any in-progress documents will be reset to ‘draft’ and will need to be resubmitted to restart the approval process with the new workflow settings. An email message type 'Document Reset' can be defined to notify the creators to resubmit.
When you submit the document for approval, the approver receives a notification email. When approved, it will require approval at every step of the workflow setup until it’s approved by the step with the appropriate value to fully approve.
If rejected, the document is returned to the creator to modify and resubmit. If no longer required, it can be cancelled or deleted.
You can selectively enable company settings to affect workflow logic. Frequent settings include:
- Linking approvers to a group or groups so their approval and access rights are limited to those groups.
- To allow approvers to approve documents for groups they aren’t enabled for, set the company setting rule ‘Are Approvals Group Dependent’ to ‘N’.
- Finance approval is an optional approval after the workflow approvals have been completed.
- The company setting rule for purchase invoices ‘Use Finance PI’ (or a different setting for each required transaction type) allows for a final check, minor alterations, and managing the documents being passed to the finance system.
Workflow copy:
As some workflows are the same for different document types, it is also possible to copy the settings from one type to another to save on the initial set-up.
The fields to be populated when creating or editing a workflow are:
- Name: Enter a useful workflow name that's easy to find/modify by including the group and/or transaction type.
- Approval workflow description: Normally, this is the same as the 'Name' field, as either can appear on reports.
- Transaction type: Might be ‘All’, but typically, there would be a workflow-per-transaction type.
- Group: Might be ‘All’, but typically, there would be a workflow per group.
- No approval: If selected, that transaction type/group combination requires no approval.
- Active: Multiple workflows can be created for the same transaction type/group combination, so only one should be set as active.
- Out of budget: If budget checking is implemented, this would allow the workflow to trigger only if it's outside the budgeted allowance.
- Not in use in the Vision33 Public Cloud environment.
- Type: An approver in a workflow route can be a 'named individual’, a ‘role’, or a ‘function’ (preset as originator, project manager, procurement, line manager, cost centres approver, and list of users — see the section below).
- A workflow may contain multiple approver types.
- Identification: Role name, username, or function name.
- Number: The number of approvers required at that step.
- The number field for each workflow step allows the administrator to determine how many users in the role at that step are required to approve the document before it progresses to the next approval stage.
- For example, if there are 5 users in the role and the number entered is 2, then any 2 of the 5 users can approve the document.
- The number field for each workflow step allows the administrator to determine how many users in the role at that step are required to approve the document before it progresses to the next approval stage.
- Value: Each approval level in a workflow path must have a unique approval value; it’s impossible to have two or more sequential approval levels with the same approval value.
- An approval limit is set for each approval step within the workflow.
- Approval limits must be in ascending order according to approval value.
- Required: Dependent on the settings, but typically, the 'required' field set to 'Yes' means the approval will go to that step regardless of the value.
- If the setting is 'Send PI straight to approval', it would skip any approval step with 'No' set and go to the single approver required.
- If the ‘start approval at user step’ setting is used, then it will ignore the required flag when the creator is also in the workflow, and start at his user level, continuing from there.
- Right-Click Delete: Allows you to remove a row from the workflow.
- Right click also allows you to enter new approval steps and move the sequence around.
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Function-based additions to the workflow
Creator Approval
Specific to purchase invoicing, this option routes a purchase invoice back to the purchase order creator for approval if it doesn't match the purchase order and is also outside of tolerance.
Procurement Approval
Used in purchasing workflows to offer the opportunity to route a document to a user with the ‘Function’ of ‘Procurement’.
This can be added as an additional step at any step of the approval workflow except the last.
You must set up the following before you can add it to the approval workflow screen:
- A function called ‘Procurement’
- A role called ‘Procurement’
- User(s) assigned to the role ‘Procurement’
- System setting ‘Use Procurement’ is set to ‘Y’
- This is currently enabled on the Public Cloud version of Lumiya
- The company setting 'Val to Proc''
- This sets the monetary value that will act as a trigger to redirect the order
- Only purchase orders that are equal to or greater than the value set will be subject to this additional workflow step
Project Manager Approval
This is used in workflows where the ‘Project Management’ function is enabled to offer the opportunity to route a document to a user with the project manager function.
This can be added as an additional step at any step of the approval workflow.
You must set up the following before you can add it to the approval workflow screen:
- A function called ‘Project Manager’
-
Users list screen – users projects – link the project codes from the document lines to the user
Line Manager Approval
Used in workflows where the ‘Line Manager’ function is enabled to offer the opportunity to route a document to a user with the line manager function.
This can be added as an additional step at any step of the approval.
You must set up the following before you can add it to the approval workflow screen:
- A function called ‘Line Manager’
- The approver field on the ‘Add Edit User’ screen is populated with a user’s line manager’s name
- The workflow will reference this field to route the document to the correct approver
Cost Centre Approval
Used in workflows where the ‘Cost Centre’ function is enabled to offer the opportunity to route a document to a user managing a particular cost centre. If there are lines for multiple cost centres, then approvals will be directed to other cost centre approvers after the first one is approved.
You must set up the following before you can add it to the approval workflow screen:
- The company setting ‘Dimension Code for Project’ to be defined as the one used for cost centre approval
- Users Setup > Users > Selected User > Collection = Cost centre – link the cost centres from the dimension in the company setting to the user
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In this user, a single cost centre is linked to a user or reassigned from anyone currently assigned to that cost centre.
List of Users
This is used in workflows where the ‘List of Users’ function is enabled to offer the opportunity to route a document to a user that is selected by the originator.
This can be added as an additional step at any step of the approval workflow but is typically a single level approval and is determined in V6 after submitting.
You must set up the following before you can add it to the approval workflow screen:
- Users list screen – groups – link the group codes from the document group to the required users
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The list is restricted to those approvers that have access to the group selected, and excluding the originator, or the person submitting it.
If it’s the default group for that user, then it can also show the users’ line manager (from user setup) but only if they are using their default group, which is therefore mostly used for expenses.
Note: For purchase invoices, if a proxy user is submitting them, then they will also be able to select their line manager.
Approval workflow change tracker
Admin > Application Configuration > Approval Workflow Change Tracker
This audits the workflow changes, which you can filter/search by group, approvals, document type, and date range.
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Page rights
Admin > Application Configuration > Page Rights
This allows the Lumiya system administrator to define which pages users can access in their role.
This ensures users see only the pages relevant to their roles and allows the administrator to restrict access to information (e.g., reports) to more senior roles.
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Select the role from the drop-down list and click on the boxes relevant to the role by module.
The copy option allows you to select a role to see those page rights and then select another to copy it to via the right-hand drop-down menu.
Use the ‘Copy' option to update.
Audit
Admin > Audit
This section describes audit menu options.
It is specifically sectioned off because it’s accessible from both the admin menu and its own audit menu for use with other roles, such as finance approvers.
Approval history report
Admin > Audit > Approval History Report
The approval history report tracks changes.
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Audit logs
Admin > Audit > Audit Logs
Audit logs allow the Lumiya system administrator to monitor specific events and display activities by user, event type, and date.
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These changes are recorded in the audit log:
Configuration reports
Admin > Audit > Configuration Reports
A series of Lumiya configuration reports include approval workflow reports, which allow you to export your approval workflow configuration to MS Excel.
Filter/search by company and report type. User reports can exclude the administrator from the reports to reduce the number of results.
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Transaction logs
Admin > Audit > Transaction Logs
This allows the Lumiya system administrator to monitor and manage transactions, which are searchable by transaction type, event type, and date range.
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Business Rules
Admin > Business Rules
This allows you to assign rules to the company.
Analysis codes VAT setup
Admin > Business Rules > Analysis Codes VAT Setup
This function is specific to the Infor SunSystems integration.
It lets you set up business rules after you’ve defined the Lumiya ‘Dimension Codes Grouped by Document Type’.
You can define default dimensions for a selected GL code and set up ‘Cascading Dimensions’ to define the relationship between the dimensions for the selected GL code.
Automatic invoice approval rules
Admin > Business Rules > Automatic Invoice Approval Rules
This lets you set the standard decisions when processing an invoice that has been matched against the GRN for these 5 options:
- PI > GRN Allow submit with an extra line, submit within a tolerance or not
- PI < GRN Allow submit or not
- PI = GRN Allow submit or not
- PI but no GRN Trigger awaiting GRN process or not
- PI = GRN Require approval or not
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Business partner mandatory fields
Admin > Business Rules > Business Partner Mandatory Fields
Not in use in the Vision33 Public Cloud environment.
Editable fields
Admin > Business Rules > Editable Fields
This allows you to set line fields as editable at various stages in the approval process. Note for invoicing the 'Approved' is only when finance approval is used.
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Expenses policy
Admin > Business Rules > Expenses Policy
This allows you to enter item or GL codes with a minimum or maximum expense amount by line or claim total.
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GL-driven OCR rule setup
Admin > Business Rules > GL Driven OCR Rule Setup
This allows group purchasing documents to have a specific dimension preset for a given GL code.
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Once you set up a rule for a specific GL code, it will define which of the dimensions the user gets in the selected group/document type when they select the GL account.
The system allows you to set up cascading rules; you may set up multiple rules for a selected GL account that governs the relationship between dimensions.
For example:
If the GL is selected with the above rules:
- Dimension 1 will default to ‘Systems’, as only one dimension option has been defined.
- In Dimension 2, two options have been defined:
- If ‘Licences’ is selected, dimension 4 will default to 100.
- If ‘Software’ is selected and a specific dimension hasn’t been defined in the rule’s setup, all available group-mapped analysis codes set up in ‘Group Dimensions’ will be available in the dimension 4 field.
Item-driven OCR rule setup
Admin > Business Rules > Item Driven OCR Rule Setup
This allows group documents to have a specific dimension preset for a given item.
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Mandatory dimensions
Admin > Business Rules > Item Driven OCR Rule Setup
This allows you to select available dimensions, where each can be set as mandatory for all marketing dimensions.
Note: This can be set at a company level, and if a document type doesn’t require the dimension, it can be set with a dummy default code to satisfy the requirement.
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Subsistence types
Admin > Business Rules > Subsistence Types
Not used in the Vision33 Public Cloud environment.
Document File Setups
Admin > * File Setup
Various file set-up screens are available, including for CNT (contracts), credit card, PI import, PO import, REQ import, and SI import.
All set-up screens work the same general way.
The import facilities allow you to import an Excel file with a pre-defined format that automatically creates draft transactions for Lumiya users to complete and submit. For example, the credit card file set-up screen can show this process.
Expense credit card file import - Setting up data import
Admin > Credit Card File Setup
If you’re setting up a new template, enter the template name in the credit card type field and add the format from the ‘File Format’ drop-down.
To set up or edit a template, select ‘File Format’ from the drop-down list of formats and choose a file to populate the credit card file field and upload.
The file you’re importing must be in MS Excel .XLSX format with column headers.
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Now you can map the fields on the import file (in the left-hand column, click the drop-down to display column names) to the required fields in Lumiya expenses.
Please ensure all fields are populated, then click ‘Save’.
For each expense transaction, you need this information:
- Transaction date
- Expense description
- Currency code
- Exchange conversion rate
- Transaction amount
- Credit card holder’s name
- Credit card/account number (This is used to match the imported transactions to an employee)
Expense credit card code mappings
The description and account/item code for each credit card entry can be entered via the mobile application. For those that are not entered yet at the time of credit card upload, they can also be derived from their descriptions in the upload file.
The mapping option, on the credit card file set-up page, allows for a phrase placed in the lookup value to map an account for those lines where it is found. They can also be placed in priority order, e.g. in the example below, 'car showroom' is moved higher to prevent the 'car' phrase from being picked up beforehand.
For each search term, you can enter the lookup phrase, account code — then you can also move up or down the priorities as needed.
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Expense credit card import - setting up details on user records
The credit card account reference is added to the user record so expenses relating to each user in the bank import file will be automatically routed to each applicable user based on their account reference.
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Select the Expenses section tab for the user and then to ‘Add new card’ with the Bank name and credit card number for that user.
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After entering and being saved, Lumiya will direct any credit card import file entries to the user.
Expense credit card import - importing credit card files
When you’ve completed the import file mapping and user setup, you can automatically import credit card files into Lumiya expenses, present them to employees to complete details, such as GL accounts and VAT codes, and submit them for approval (just like normal expense claims).
From the expenses main menu
- Select ‘Credit Card Expense Upload’
- Choose the file to upload
- Click ‘Save’
Once the uploaded file is processed, the system will confirm it has been updated.
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If the import detects errors while importing the transactions, it will abort and list the failed transactions.
You should configure two company settings using the admin menu:
- Default GL for credit cards: This defines the default GL account used for imported transactions.
- CC control account: This is used as the balancing journal line to post the other side of the GL cost from credit card lines on the expense posting.
Note: If you use SAP Business One, you should set up currencies for every transaction currency you import. If you don't, the import will fail.
Email Message Setup
Admin > Email Message Setup
This relates to the email alerts users receive when a document is submitted, approved, or rejected.
Lumiya has standard ‘Message Types’ you can select to access the message for editing, but you can edit the email's subject and contents as required.
Note: The text in brackets is linked to the document details, such as the approver's name and document reference number, and is automatically populated, so you shouldn’t edit it.
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The SMTP can be checked from the option at the top right and allows for sending a test email.
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Groups Setup
Admin > Groups Setup
This allows the Lumiya system administrator to set up groups and manage rules relating to those groups.
Groups
Admin > Groups Setup > Groups
This allows the Lumiya system administrator to create, modify, and delete groups.
A group is a collection of users with common attributes. They’re usually defined by departments within a company but aren’t necessarily departments.
Each user must be linked to one or more groups, and each group has a specific workflow path associated with it, so a user’s group determines their workflow path. If a user is linked to multiple groups, they select from a drop-down list of their groups as applicable to the action.
The item codes/GL accounts and dimensions/analysis codes available to users are defined by their group(s).
Dimensions can be filtered by group/department.
The main selection is which module(s) the group will be used in: purchasing, sales, or expenses.
There are additional settings for the project code and recharge box being available to documents for this group.
You can default a delivery address at the group level.
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Dimension, GL, items, and project codes can be enabled or disabled at a group level.
The following group sections allow for this, but the relevant company setting needs to be activated (e.g., ‘Can Use GL Accounts from Local’ must be set to ‘Y’ for Lumiya to control which GL accounts are shown, or all codes will be available to all users).
Group settings - copy
The group screen also has a copy option to allow all the settings (e.g. group GL and group items, workflows etc) from an existing group to be copied to a new one. Note: Ensure that at least one user has access to the group before the copy, and that the workflow users also have access to the group to ensure that the workflow and the workflow stages will also be copied correctly.
Within each of the group pages the administrator can be selective and copy that set of settings across one or multiple groups.
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Group dimensions
Admin > Groups Setup > Group Dimensions
This allows the administrator to select the dimensions available to the users at a group- and transaction-type level.
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Lumiya is set up to link to the nominated dimensions.
These dimensions will appear in the ‘Groups Dimensions’ screen after selecting the group and document type.
In the example above, Lumiya is linked to the ‘Department’ and ‘Division’ dimensions.
Define the dimension codes users can select for each dimension by ticking the applicable items.
In the example above, the production group can see the dimensions enabled for purchasing documents, with the first dimension having a default code but 4 others to choose from. The second dimension has no default, but 2 codes to choose from.
The example below shows the dimensions displayed on a new purchase order line entry with the first code defaulted (defaults can be added by right clicking on the relevant line).
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Group GL accounts
Admin > Groups Setup > Group GL Accounts
This allows the Lumiya system administrator to link specific GL accounts to specific groups (departments). This will determine which GL accounts are available for users to select from, as defined by their group.
The example below shows the GL accounts available to marketing group members on expense documents. You can apply the same settings to purchasing and sales.
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Note: These settings are company-specific and must be set up individually for each company. You must also apply a default GL account.
Group items
Admin > Groups Setup > Group Items
This allows the administrator to choose the item codes available to users at group- and transaction-type levels.
It allows the greatest granularity in terms of selection for users, but the most administration because items must be selected for each group if a new one is created.
It also means that a single GL code (e.g., ‘Stationery’) could be used across multiple items for better reporting of individual items (e.g., items for paper/pens).
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Group projects
Admin > Groups Setup > Group Projects
This allows the administrator to choose the SAP project codes users can select by group and transaction type.
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Group SAP group items
Admin > Groups Setup > Group SAP Item Groups
This allows the administrator to choose the SAP item groups users can select items from by group and transaction type.
Using this method means all items within that item group are automatically selected, but you can’t unselect individual items for a group.
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Group SAP warehouses
Admin > Groups Setup > Group Warehouses
This allows the Administrator to select the warehouse codes that are available for the User to select, by Group (in this case not Transaction Type specific)
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Group settings - Copy
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The group screen also has a copy option to allow all the settings (e.g., group GL and group items, workflows, etc.) from an existing group to be copied to a new one.
Note: Ensure that at least one user has access to the group before the copy and that the workflow users also have access to the group to ensure that the workflow and the workflow stages will be copied correctly.
Licensing
Admin > Licensing
These forms display information relating to applications and licenses purchased.
Licensing information is also on the Lumiya systems admin dashboard.
Licensing information
Admin > Licensing > Licensing Information
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Serialization
Admin > Licensing > Serialization
Not used in the Vision33 Public Cloud environment.
Map Key Segments
Admin > Map Key Segments
Not used in the Vision33 Public Cloud environment.
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Mobile Device Management
Admin > Mobile Device Management
This form allows your Lumiya system administrator to bind mobile devices to the application.
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There are three options for each user: .png?Policy=eyJTdGF0ZW1lbnQiOlt7IlJlc291cmNlIjoiaHR0cHM6Ly9kemY4dnF2MjRlcWhnLmNsb3VkZnJvbnQubmV0L3VzZXJmaWxlcy8zODI4MS80ODk1MS9ja2ZpbmRlci9pbWFnZXMvcXUvMjAyNS9pbWFnZSg3NykucG5nIiwiQ29uZGl0aW9uIjp7IkRhdGVMZXNzVGhhbiI6eyJBV1M6RXBvY2hUaW1lIjoxNzgwOTc1ODY4fX19XX0_&Signature=TV8cbuI6IQofHdqKDLLF4I4cyr7o-M5jwBVS~9M1efWVNSmKBuuMiWQP~fvbPnfYLpPwa~TiATlWUThtH17uLARgB2Y2qB4vGbvgtzuLx2-wEjhw4S~0GcPPwPn6B~QzDCi~V71GgqGTgdH2Pt8mFfbCYtALLlg9ZDolPPRXd2Na6-Kx5XV1jLov~-7BmAWTYykRTPYsd~317OWk2Kp2wG8g1kkoA-9IbC4hvrp7iuV8OTPVbWBxOpBDSwmoJz1rrnU5Ik9Gy8IgfDhCRCHzkKdhLHtbMiLQq9IxZy2KNnsGIpmPdE29SpZuKc7cMMBB2IHltaeCyBd-2~uedphP1g__&Key-Pair-Id=K2TK3EG287XSFC){kind=small}
- Expire the binding to force the user to re-enter their password. A message will appear to show ‘Token Expired’: The registered device has expired. They can then reset the app or enter their password and verify.
- Disable the connection to that mobile phone and the Lumiya user. ‘Token Disabled’: The registered device has been disabled by the administrator. This will then reset the application and all details would need to be re-registered.
- Send a push notification message to the user via the application.
For the legacy version, the user needs to authorise any request for bindings via the drop-down (see the separate mobile user guides).
Notification List
Admin > Notification List
This allows the Lumiya system administrator to create and publish messages via email and the Lumiya interface.
Messages can be targeted to groups or individuals with a date range to give users information (e.g., about the system or policies).
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PI Import File Setup
Admin > PI Import File Setup
This allows the Lumiya system administrator to set up AP invoice file imports.
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PO Import File Setup
Admin > PO Import File Setup
This allows the Lumiya system administrator to set up purchase order file imports.
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Rate Setup
Admin > Rate Setup
This allows the administrator to set up and manage mileage and subsistence rates.
Mileage rates
Admin > Rate Setup > Mileage Setup
This allows the administrator to set up the standard mileage rates for the company by vehicle type and rate type (e.g., rates for mileage under or over 10,000 miles).
When the user makes a mileage claim, there will be rates available to choose from.
The system automatically calculates the amount for the travel distance entered based on the rate selected (as shown below).
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Settings
Admin > Settings > Company Settings
This allows the Lumiya system administrator to configure company-specific settings that define company rules and defaults.
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Note: Ensure you've selected the correct company before adding settings.
User Setup
Admin > User Setup > Users
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A user is set up with a profile that reflects their role and group(s) within the workflow. Each user is a member of at least one group, one role, and a company (or companies).
When creating users, you should be in the correct company that the user will be using as there are settings that are company specific. E.g., the groups for selection can have the same name in multiple companies.
Whilst there is a delete option on the main users listing page, it is not possible to delete a user record if there are transactions associated with it.
You can create a new user from the top right ‘Add new user’ option, which will display the ‘User Add/Edit’ screen. You can modify the user from the list by double-clicking to view the user details.
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Mandatory fields:
- Username: We use the user’s email address
- First name: User’s first name (used for display when logged in and for reporting).
- Last name: User’s last name (used for display when logged in and for reporting).
- Role: Determines which pages and functions a user can see.
- Language: Determines translated text where available and for localisation options such as US date formats.
- Status: Defaults to ‘Active’ for new users but can be set to ‘Dormant’ to prevent login & licence usage.
- Can also be used in place of deleting users where they have a history in the system.
- A new status request allows users to be automatically set to 'suspended' (equivalent to 'dormant' but still included in user licensing). For security, any user would automatically:
- Be set to suspended if they haven't logged in since the date they were created as a user + 1 month.
- Be set to suspended after a login is not used for +9 months.
- If it's automatically or manually set to 'suspended' and the user tries to log in, they'll be prompted for their old password and will need to change it before they can log in. The user will then be marked as active.
- Password expiration is therefore no longer per user
- Email: Email address to be used for email alerts
Optional fields:
- Manager: This forces a specific approver for this user but overwrites any approval workflow. (We don’t recommend this.)
- User must change password at next login: This a one-time setting, from the top right option, and after that the user can change their own password in personal settings.
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Optional fields for the Account tab:
- Is secondary admin: Allows an ‘elevated’ user account. That user can create other local administrators, who can then create users, etc.
- The role used for these users should include administration options.
- Password auto expiry
- Set per user from every 5 to 90-day expiry
- Enforce password policy: Select to allow the default password policy.
- For the public cloud environment, this allows 5 failed attempts before introducing a 10-minute wait.
Optional fields for the Expenses tab:
- Supplier code: Required for Lumiya Expenses module so that when the transaction is sent to the ERP system it will create an AP invoice to the correct user account.
- Vehicle type: Optional for the Lumiya Expenses module to allow a default vehicle type so tax rates are correct when claiming mileage.
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Optional fields for the Companies tab:
- Companies: select the company or companies that the user can access, plus remember to set a default (for expenses this is mandatory as users can only claim expenses against their default company)
Optional fields for the Collections tab:
- Additional Roles – allows for a user who has certain role access to also add additional roles for workflow approvals, which will then show on main user list after their main role.
- Groups - Select the groups that the user can access, and a default again is particularly important for those creating expenses.
- Projects - Select the projects that the user would be the approver for.
- Cost Centres - Select the cost centres that the user would be the approver for.
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After entering all the user details and saving, you’ll return to the main user list and can search for the user via username or full name to edit further e.g. to set a newer password.
When you create a new user, they'll receive an email with a temporary password that they must update on their first login. Later, it can be updated by the administrator if the user forgets their password.
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You’ll configure new users with their unique single-factor login credentials (username and password), but they can enable two-factor authentication (2FA) from their personal settings by scanning a QR code from an authentication application. 2FA can be enforced at a company level, so users cannot log in without it being enabled.
If 2FA is mandatory, administrators can ensure it’s enabled on the user record, where it will show ‘enabled’. It can also be disabled here. For multiple users, you can check the 2FA setting via a configuration report.
After entering the details and saving, you’ll return to the main user list and can search for the user via username or full name.
Copy user:
The right-click edit option allows a ‘Copy’ to a new user being set up. Companies and group settings will be copied. Credit Card settings are not copied.
The tick box to optionally replace the licence and mark the original dormant exists if the original user is not in a workflow.
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User password policy — company level
Whilst the settings above can be set per user, there is also a global setting that can be added to the company, via the companies’ option.
Right-click on the company to set the company password policy.
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The policy can be enforced here and with the minimum requirements also being set per user for any future password updates.
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Users Setup - Personal Settings
The user can select some of their own preferences from their personal settings options in the menu or when selecting their username on any page:
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The user can enable multi-factor authentication (MFA) or, in this case more accurately, two-factor authentication (2FA) from their personal settings by scanning a QR code from an authentication application. It can be enforced at a company level, so users cannot log in without it being enabled.
If 2FA is mandatory, administrators can ensure it’s enabled on the user record, where it will show ‘enabled’ and can be disabled. For multiple users, you can check the setting via a configuration report and can be enforced by a company setting.
Autocomplete options will allow for the sort code and name to be shown, or just one of those.
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Display language – Allows the language and formatting to be altered for the user, from the user default they were provided.
Retain filters – Allows for users to have their listing filters cleared after leaving the page.
Display time zone – Is used only for altering the time zone of the document history displays and does not affect items such as scan dates that are on the listing pages, or document import dates that use the server times.
Alert time zone – Was added to allow emails to be sent during work time only, but this option has now been deprecated on the public cloud version, and all transaction-based emails are sent immediately.
Note: Ensure you've selected the correct company before adding settings.
Proxy User Setup
Personal Settings > Proxy Users
A proxy user, who will act as you when you're on leave or unavailable, can be enabled in Lumiya by the user, or an administrator, for the personal settings area. Within the option is Proxy Users, where you can configure a proxy for you along with a date range.
You can then press Save Proxy to enabled.
Note: The entry can only be updated or deleted before the start date, by selecting the line, although the end date can be modified during the date range, if required.
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Once enabled, this means the proxy user will log in to Lumiya but then be prompted whether to continue as themselves or the user they are covering for.
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Last modified: 06/05/2026/4:48 pm |
On this page
- Introduction
- System Configuration Fundamentals
- Glossary of Important Terms
- System Admin Menu Overview
- Application Configuration
- Audit
- Business Rules
- Document File Setups
- Email Message Setup
- Groups Setup
- Licensing
- Map Key Segments
- Mobile Device Management
- Notification List
- PI Import File Setup
- PO Import File Setup
- Rate Setup
- Settings
- User Setup
- Users Setup - Personal Settings
- Proxy User Setup