{"id":1263,"date":"2026-10-16T09:00:00","date_gmt":"2026-10-16T07:00:00","guid":{"rendered":"https:\/\/codeb2bcommerce.eu\/?p=1263"},"modified":"2026-09-09T07:40:38","modified_gmt":"2026-09-09T05:40:38","slug":"b2b-account-hierarchies-roles-cost-centres-approvals","status":"publish","type":"post","link":"https:\/\/codeb2bcommerce.eu\/en\/blog\/b2b-account-hierarchies-roles-cost-centres-approvals\/","title":{"rendered":"B2B account hierarchies: roles, cost centres and approval workflows the portal must support"},"content":{"rendered":"<p><strong>Direct answer:<\/strong> a B2B account hierarchy must represent who is buying, which organisational unit they act for, which budget they may use and who must approve the transaction. A pair of generic \u201cbuyer\u201d and \u201cadministrator\u201d profiles is not enough. The portal needs separate records for the legal entity, divisions or locations, cost centres, addresses, roles and approval rules. It must also preserve whether each permission was assigned directly or inherited.<\/p>\n<p>The model is not proven merely because a user can sign in. It is proven when two people in the same company, with different responsibilities, see exactly the catalogues, addresses, budgets and orders they should see\u2014and when absence, revocation or an organisational change leaves neither blocked orders nor residual access.<\/p>\n<h2>Model the buying organisation before its users<\/h2>\n<p>A person can change job, work across sites or approve temporarily for another unit. Permissions should therefore not hang directly from an email address. The base model should distinguish:<\/p>\n<ul>\n<li><strong>Legal entity:<\/strong> the organisation that contracts, receives invoices and owns the credit relationship.<\/li>\n<li><strong>Buying unit:<\/strong> a division, subsidiary, branch, plant or project that places orders.<\/li>\n<li><strong>Cost centre:<\/strong> the accounting dimension to which spend is allocated.<\/li>\n<li><strong>Location:<\/strong> authorised delivery and billing addresses.<\/li>\n<li><strong>User:<\/strong> an authenticated identity acting for one or more units.<\/li>\n<li><strong>Role:<\/strong> a set of permissions within a specific unit.<\/li>\n<\/ul>\n<p>Do not copy the human-resources organisation chart without question. The portal hierarchy should reflect the buying process. A business may have twenty departments but only three scopes relevant to purchasing: UK operations, EU operations and strategic projects. Use the fewest levels required to express access, budget, catalogue, address and approval policy without manual exceptions.<\/p>\n<h2>Decide what is inherited and what must be explicit<\/h2>\n<p>For every data type, decide whether a child unit inherits it, extends it or replaces it. Record the decision in a matrix:<\/p>\n<table>\n<thead>\n<tr>\n<th>Element<\/th>\n<th>Suggested inheritance<\/th>\n<th>Typical exception<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Corporate roles<\/td>\n<td>Inherit only when the role permits it<\/td>\n<td>A plant limits approval to local staff<\/td>\n<\/tr>\n<tr>\n<td>Approval rules<\/td>\n<td>Corporate rules plus local rules<\/td>\n<td>A project imposes stricter thresholds<\/td>\n<\/tr>\n<tr>\n<td>Catalogue<\/td>\n<td>From the nearest commercial parent<\/td>\n<td>A regulated subsidiary has a restricted range<\/td>\n<\/tr>\n<tr>\n<td>Addresses<\/td>\n<td>Explicit<\/td>\n<td>Buyers must not see every company location<\/td>\n<\/tr>\n<tr>\n<td>Cost centres<\/td>\n<td>Explicit or scope-limited<\/td>\n<td>A user may allocate only to two named projects<\/td>\n<\/tr>\n<tr>\n<td>Payment terms<\/td>\n<td>Legal entity<\/td>\n<td>A branch has its own agreement<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Inheritance reduces administration but increases the impact of a mistake. If a corporate administrator receives an inheritable role, they may act across every child unit. The portal should expose the origin of effective access\u2014direct assignment or inheritance from a named parent\u2014so support and auditors can explain why a person has a permission.<\/p>\n<h2>Design roles around capabilities, not job titles<\/h2>\n<p>Avoid vague profiles such as \u201cpower user\u201d. Start with atomic permissions and group them into understandable archetypes:<\/p>\n<table>\n<thead>\n<tr>\n<th>Role<\/th>\n<th>May<\/th>\n<th>Should not by default<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Requester<\/td>\n<td>Create lists and purchase requests<\/td>\n<td>Approve their own request<\/td>\n<\/tr>\n<tr>\n<td>Buyer<\/td>\n<td>Create and submit orders within policy<\/td>\n<td>Change users or approval rules<\/td>\n<\/tr>\n<tr>\n<td>Approver<\/td>\n<td>View context and approve or reject<\/td>\n<td>Edit an order without returning it<\/td>\n<\/tr>\n<tr>\n<td>Finance<\/td>\n<td>View invoices, credit and cost centres<\/td>\n<td>Administer buyers<\/td>\n<\/tr>\n<tr>\n<td>Account administrator<\/td>\n<td>Invite, suspend and assign permitted roles<\/td>\n<td>Elevate their own privileges<\/td>\n<\/tr>\n<tr>\n<td>Auditor<\/td>\n<td>Read orders, decisions and logs<\/td>\n<td>Execute transactions<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Apply least privilege and separation of duties. A requester must not approve their own purchase; a customer administrator should not grant permissions beyond their own authority; and seller support should not impersonate a buyer without authorisation, a reason and a time-bound audit record.<\/p>\n<h2>Cost centres, budgets and spending limits are different controls<\/h2>\n<p>A cost centre is not free text added at the end of checkout. It should be a valid, current reference authorised for the selected unit and user. Decide:<\/p>\n<ul>\n<li>whether it is required for every line or for the whole order;<\/li>\n<li>whether an order may be split across cost centres;<\/li>\n<li>who may change it after approval;<\/li>\n<li>whether budget is reserved at submission, approval or confirmation;<\/li>\n<li>what happens when the ERP rejects the accounting combination.<\/li>\n<\/ul>\n<p>Keep <strong>order limit<\/strong>, <strong>available budget<\/strong> and <strong>approval authority<\/strong> separate. A buyer may be allowed to request a GBP 20,000 order while having authority to confirm only GBP 2,000 directly; the remainder enters approval. Budget determines whether the unit can absorb the cost, not who is allowed to press \u201capprove\u201d.<\/p>\n<h2>Make approval rules deterministic<\/h2>\n<p>Each rule needs a scope, condition, approver or group, sequence and a defined result when nobody responds. Conditions commonly combine:<\/p>\n<ul>\n<li>net or gross amount in a normalised currency;<\/li>\n<li>business unit, cost centre or project;<\/li>\n<li>category, restricted product or supplier;<\/li>\n<li>variance from budget or contract;<\/li>\n<li>delivery address or country;<\/li>\n<li>buyer type and channel.<\/li>\n<\/ul>\n<p>For example: \u201cFor plant BCN-02, a laboratory-material order above EUR 5,000 requires the cost-centre owner, followed by Compliance. The requester is never an eligible approver.\u201d When several rules match, specify whether their steps merge, the strictest rule wins or the paths run in parallel. Never rely on the accidental order in which rules were saved.<\/p>\n<h3>Minimum workflow states<\/h3>\n<p>Distinguish draft, submitted, pending approval, approved, rejected, returned for changes, expired, cancelled and sent to ERP. Every transition needs an actor, timestamp, optional or mandatory comment and order version. If the buyer changes quantity, address, cost centre or price after approval, invalidate the decision and recalculate the route.<\/p>\n<h2>Delegation, absence and escalation<\/h2>\n<p>A delegation needs an owner, substitute, scope, start, end and reason. Do not copy all approver permissions indefinitely. Limit substitution to named units and capabilities, prevent circular or self-serving delegation, and notify both the original approver and the substitute.<\/p>\n<p>Define a service level as well: remind after 24 hours, escalate after 48, then expire or reassign after 72, for example. The system must not auto-approve through silence. Where no valid approver exists, show the block to the buyer and notify the account administrator with a concrete action.<\/p>\n<h2>Joiners, movers and leavers without residual access<\/h2>\n<p>Lifecycle controls matter more than the initial invitation:<\/p>\n<ol>\n<li>An invitation expires, belongs to one company and grants no access until verified.<\/li>\n<li>The administrator assigns roles only within their delegated scope.<\/li>\n<li>A unit change recalculates inherited access and pending approvals.<\/li>\n<li>Suspension revokes active sessions and tokens; hiding the user is not enough.<\/li>\n<li>Offboarding reassigns pending work while preserving immutable historical identity.<\/li>\n<\/ol>\n<p>Synchronise master references with ERP, CRM or the identity provider, but name the system of record for each attribute. If CRM marks a person active while the corporate directory has disabled them, the security policy must resolve the conflict explicitly.<\/p>\n<h2>Keep an audit trail that reconstructs the decision<\/h2>\n<p>Record who acted, for which unit, with which effective role, against which version, through which channel and what changed. For an approval, retain rule and version, evaluated conditions, eligible approvers, decision, comment, delegation used and the result sent to ERP. Avoid unnecessary sensitive data, protect records from alteration and apply the organisation\u2019s legal retention policy.<\/p>\n<h2>Essential tests before release<\/h2>\n<ul>\n<li>A subsidiary user cannot see another subsidiary\u2019s addresses, orders or cost centres.<\/li>\n<li>An inherited role appears only in permitted units and shows its source.<\/li>\n<li>The requester cannot approve their own order, including through delegation.<\/li>\n<li>Amounts immediately below, exactly at and immediately above every threshold are tested.<\/li>\n<li>Two simultaneous rules always produce the same route.<\/li>\n<li>A material order change invalidates the previous approval.<\/li>\n<li>Absence, substitution, escalation, rejection and expiry all reach an explicit outcome.<\/li>\n<li>Suspension ends sessions and reassigns pending work.<\/li>\n<li>ERP receives the correct legal entity, unit, cost centre and decision history.<\/li>\n<li>An auditor can reconstruct the flow without write access.<\/li>\n<\/ul>\n<h2>Frequently asked questions<\/h2>\n<h3>How many hierarchy levels are needed?<\/h3>\n<p>Use the minimum required to express access and purchasing policy. Organisation-chart levels with no operational effect create exceptions and make inheritance harder to understand.<\/p>\n<h3>Can one user belong to several units?<\/h3>\n<p>Yes, but the active context must be visible and each order must belong to one buying unit. Switching context must recalculate catalogue, addresses, cost centres and permissions.<\/p>\n<h3>Who administers customer users?<\/h3>\n<p>An account administrator can manage their delegated scope, but the platform must stop them granting higher privileges or changing seller-controlled policies.<\/p>\n<h3>What happens when an approver leaves?<\/h3>\n<p>Re-evaluate pending orders against the current policy and reassign or escalate them. Preserve the original candidate and the reason for the routing change in the audit trail.<\/p>\n<h2>Primary documentation<\/h2>\n<ul>\n<li><a href=\"https:\/\/docs.commercetools.com\/api\/projects\/business-units\" rel=\"noopener\">commercetools: Business Units<\/a>, covering companies, divisions, associates and approval-rule inheritance.<\/li>\n<li><a href=\"https:\/\/docs.commercetools.com\/learning-model-b2b-commerce\/configure-associate-access\/associate-roles-and-permissions\" rel=\"noopener\">commercetools: Associate Roles and permissions<\/a>, covering granular capabilities and requester\u2013approver separation.<\/li>\n<li><a href=\"https:\/\/learn.microsoft.com\/en-us\/dynamics365\/commerce\/b2b\/partners-customer-hierarchies\" rel=\"noopener\">Microsoft Dynamics 365 Commerce: B2B customer hierarchies<\/a>, covering organisations, people and access control.<\/li>\n<li><a href=\"https:\/\/learn.microsoft.com\/en-us\/dynamics365\/commerce\/channels-org-hierarchies\" rel=\"noopener\">Microsoft Dynamics 365 Commerce: organisation hierarchies<\/a>, covering operating units, cost centres, effective dates and history.<\/li>\n<\/ul>\n<h2>Next step<\/h2>\n<p>Build three real scenarios\u2014an in-limit purchase, a two-stage approval and an absent approver\u2014and require portal and ERP to produce the same unit, cost centre and decision. For more guidance on functional portal design, <a href=\"https:\/\/codeb2bcommerce.eu\/resources\/\">explore the CODE B2B resources<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>How to design B2B account hierarchies with business units, roles, cost centres, limits, delegation and auditable approval workflows.<\/p>\n","protected":false},"author":1,"featured_media":1224,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[44],"class_list":["post-1263","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-seo"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>B2B Account Hierarchies: Roles &amp; Approvals | CODE B2B<\/title>\n<meta name=\"description\" content=\"Design B2B account hierarchies with business units, roles, cost centres, 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