Manage User Access

This screen is used to manage user access. A User with Controller, Accountant or Business Administrator access rights can edit the existing role of a user as well as revoke access from a user. Additionally the access rights of a user with a particular role can be further refined by restricting specific menu items connected with the selected role.

Roles

The roles drop down list is used to associate a user with an appropriate role. All users of the system will have a role that determines what features they are able to access and use.

The roles available are briefly described below:-

Analyst Overview
This role allows a user to view analytical processes and reports only, no transactions may be entered or amended. Appropriate for a user charged with overview, analysing and planning for the organisation.
Controller
Provides access to all features of the system including set-up and administration. Appropriate for a user who has set up the entity and is a/the senior financial manager for it. The supervisor from an Accountant or Advisor will often have his role.
Accountant
Provides access to all features of the system with the exception of Payroll Administrator. Appropriate for a user who has set up the organisation and is a/the senior financial manager for it but where the payroll and P11D features are not being used.
Business Administrator
This role allows a user to set-up the basic structure and profile of an entity, but with no access to the accounting features and data input. Appropriate for a user providing administration support.
Bookkeeper
A role similar to the Accountant role except that access to set-up and administration is not available. Appropriate for a user providing full bookkeeping services to the organisation, but for who it is not required to set-up and provide other administration services for the entity.
Asset Administrator
This role allows a user to access the asset register only. Appropriate for a user only responsible for managing the asset register and adding new assets.
Enhanced User
This role allows a user to access all the main accounting and reporting functions but without access to stock, payroll, asset register, set-up and administration. Appropriate for an experienced and knowledgeable user undertaking substantially accounting management and transaction inputting.
Regular User
This role allows a user to enter basic transactions for the entity. Appropriate for a user undertaking the basic inputting of transactions where there is supervision to call upon.
Cashbook User
This role allows a user to deal with simple cash based transactions for the entity. Appropriate for a user entering cash based transactions only.
Stock Administrator
This role allows a user full access to the stock, purchase order processing and sales order processing. Appropriate for a user responsible for the full management of Sales Order and Purchase order processing and stock.
Stock Handler
This role allows a user access to processes for managing stock only Appropriate for a user only responsible for the management and administration of stock such as a warehouse manager.
Gift Aid Administrator
Only available for Not for Profit entities, this role allows a user to administer the donor ledger and prepare and submit online gift aid claims. Appropriate for a user charged managing gift aid and the donor ledger
Donation Administrator
Only available for Not for Profit entities, this role allows a user to administer the donor ledger and donations. Appropriate for a user charged managing the donor ledger
Payroll Administrator
Provides access to the payroll and management of P11D's. Appropriate for a user responsible for solely running and administrating the payroll on the system.
Sales/Credit Controller
This role allows access to sales activity, sales ledger and credit control functions. Appropriate for a user who is responsible for sales administration and credit controller.
Purchase Controller
This role allows access to purchase activities and purchase ledger Appropriate for a user who is responsible for buying and purchase administration.

Menu

The menu items appropriate to the current role for this user are displayed. To additionally restrict access to a particular menu item or items usually associated with this role toggle the switch adjacent to the items to be restricted; green indicates restricted. Click the OK symbol at the base of the page to store.

These additional items will not be available for the user when next they log-in.

Note that if the role is subsequently changed, these menu items will still remain restricted until the toggle switch is changed back. So it is good practice when a role changes to also review the restricted items.

Revoke

Use this button to revoke this specific user access to the organisation.

Deregister TOTP

Where permissible this removes the requirement for a login pass-code from a device (phone/tablet).

Some examples:

New User

To add a new user click the red + button; the Add User screen is presented.