Starting with the Business plan, more features are available in the account settings on the Finance > Payments page. Here, you can:
set allowed actions with accounts not only at the employee level, but also at the level of a specific account
set different access rights for each employee to one account
Use Cases
For example, you have a separate account for your bank account.
First of all, you can prohibit at the account level the cash balance from being displayed to employees. To do so, you need to uncheck the box "View the account balance" in the allowed actions for this account. But company owners and managers need this information that’s why they will have access to "All" actions.
At the same time, you have a financial manager who has access to this bank account and can perform all transactions. Other employees cannot actually spend or transfer money but can deposit it after the financial manager confirms the payment. In this case, you can uncheck the "Expense" and "Transfer" checkboxes in the allowed actions for this account and set up "Personal" access rights for the financial manager.
Allowed Actions
The View the account balance right gives access to viewing the balance of an account, the column “Cash Balance” in the cash flow of this account, and the selection of this account in the report “Total money”.
The View the money flow provides access to viewing the cash flow in this particular account.
Incoming operations
The Income right provides access to cash in. If access is disabled, employees will not be able to use the “+ Income” button. Also, this account will be unavailable for selecting when paying for work orders, sales, returns to the supplier, and prepayments from clients.
The Transfer right allows moving money to this account. If access is disabled, this account is unavailable in the list when moving from other accounts.
Outgoing operations
The Expense right provides access to the withdrawal of funds from the account. If access is disabled, employees will not be able to use the “- Expense” button. Also, such an account will be unavailable for selecting when paying for postings, refunds, and payments to the client.
The Transfer right allows moving money from this to other accounts. If access is disabled, the “Transfer” button is not displayed in this account.
Advanced Access Settings for Accounts
On the “Access” tab in the account window, you can set up different access rights to the accounts for employees, allowing them to perform all operations specified in the “General” tab, or configure personal access for each employee.
By default, each employee has access that you specified on the “General” tab. To edit access, double-click the employee's name and select rights.
The Allowed for account are the rights that you set on the “General” tab. Note that these rights automatically change if you change them on the “General” tab.
For example, you set the allowed actions for a account to “Income” and “Expense”. Then you gave the employee the “Available for account” rights. If you change the allowed actions for the account, for example, add “View the money flow”, the employee will automatically get this right.
On the Personal tab, here you can change the set of rights, i.e. expand or limit access for a particular employee. Note that the “Personal” rights are of higher priority than “Available for account”. That is, if you change the allowed actions for the account on the “General” tab, it will not affect the “Personal” rights.
By selecting the All rights the employee will have full access to the account, regardless of the specified settings on the “General” tab.
Important: The employee will be able to perform only those actions that are allowed in the settings of their role! For example, the employee's role does not have the right “Can view the account balance”, but in the personal settings you give access to “View the account balance”. In this case, the employee's role has a higher priority and the employee will not be able to see the balance in all accounts.