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The following tables list the windows and tasks in AccountRight that you can control access to by assigning roles. You can change the default roles if you want, or you can duplicate them and make your changes (right-click the default role and select Duplicate Role). 

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Only the user with the Administrator user account can assign roles or change the default roles. See Manage users.

 

Manage roles

Just as the Manage Users tab allows you to assign roles to users, the Manage Roles tab allows you to customise what functions each role has. Any change you make to a role affects anyone that has been assigned that role.

For example, if you wanted to restrict the access that someone with the Sales role has to Accounts functions, you would click Sales > Accounts and then select or deselect particular functions:

Click the role, then click the area of the company file you want to control the role's access to

The default roles already have relevant access settings set up, but you can easily customise these.

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A great way to understand roles without affecting access for your current employees is to play with the Clearwater sample file, supplied with AccountRight. See Using the sample company file (Clearwater)

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titleAccounts

Accounts

 

Administrator

Accountant/Bookkeeper

Banking

Cards

Inventory management

Payroll

Purchases

Sales

Time Billing

Accounts Budgets

Y

Y

       

Account History

Y

Y

       

Accounts (account information and history, add and edit accounts)

Y

Y

       

Accounts Command Centre

Y

Y

       

Accounts List

Y

Y

       

BASlink (AU)

Y

Y

       

Combine Accounts

Y

Y

       

Company Data Auditor

Y

Y

       

GST & Provisional Tax (NZ)

Y

Y

       

Record Journal Entry

Y

Y

       

Send to Accountant

Y

Y

       

Show Bank Account Balances (in transaction windows)

Y

Y

Y

  

Y

Y

Y

Y

Transfer Money

Y

Y

Y

      
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titleBanking

Banking

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Bank Entry/Deposit Adjustment (reconciliation and bank deposit)YYY      
Bank FeedsYYY      
Bank RegisterYYY      
Banking Command CentreYYY      
Get StatementYYY      
Prepare Bank DepositYYY      
Prepare Electronic PaymentsYYY  YY  
Print ChequesYYY  YY  
Print ReceiptsYYY    Y 
Print/Email Remittance AdviceYYY   Y  
Receive MoneyYYY      
Reconcile AccountsYYY      
Spend MoneyYYY  Y   
Undo ReconciliationYYY      
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titleBusiness Insights

Business Insights

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Account DetailsYY       
Business InsightsYYY   YY 
Customer AnalysisYY     Y 
Profitability DetailsYY       
Supplier AnalysisYY    Y  
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titleCards

Cards

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Card History (History tab of Card Information window)YYYYYYYYY
Combine CardsYY       
Contact Log (view and create log entries)YYYYYYYYY
Create Personalised LettersYYYYYYYYY
Credit Limit & HoldYY       
Customer CardsYYY    YY
Customer Payment DetailsYYYY   Y 
Customer Selling DetailsYY     Y 
Employee CardsYY   Y   
Employee Payment DetailsYYYY Y   
Employee Payroll Details (AU)YY   Y   
Personal CardsYYYYYYYYY
Print Mailing LabelsYYYYYYYYY
Supplier Buying DetailsYY    Y  
Supplier CardsYYY Y Y  
Supplier Payment DetailsYYYY  Y  
Synchronise CardsYY       
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titleGeneral

General

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing

Administration Tasks (set up company information, linked accounts, opening balances and profit/loss distribution. Migrate forms, close financial years. Access the Easy Setup Assistant, the Business Calendar and AccountantLink)

YY       
Allow Delete/Reverse (of transactions, based on your security preferences)YY       
Back Up Company FileYYYYYYYYY
Change ProductY        
Close a Financial YearYY       
Close a Payroll Year (AU)YY       
Customise FormsYYYY YYYY
Find TransactionsYYYYYYYY 
Find Transactions (Card tab)YYYYYYYY 
Find Transactions (Category tab)YY   Y   
Find Transactions (Job tab)YY       
Import/Export AssistantYY       
PreferencesYY       
Restore Company FileYYYYYYYYY
Roll Back A Financial YearYY       
To Do List (all tabs)YYYYYYYYY
Transaction Journal (all tabs) xYY YYYY 
Transaction Journal (All tab)YY       
Undo Check OutYY       
User AccessY        
View Sent EmailsYYYYYYYYY
Work Offline, (Check In) / Work Online (online administrators only)YY       
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titleInventory

Inventory

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Adjust InventoryYY  Y    
Auto Build ItemsYY  Y    
Build ItemsYY  Y    
Count InventoryYY  Y    
Inventory Command CentreYY  Y    
Item HistoryYY  Y    
Items (item information and history, add and edit items)YY  Y    
Items RegisterYY  Y    
Set Item PricesYY  Y    
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titleLists

Lists

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Accounts List xY       
Activities (create, view, edit)YY      Y
CategoriesYY       
Custom ListsYYYYYYYYY
Custom Lists and Field NamesYYYYYYYYY
Employment Classifications (AU)YY   Y   
IdentifiersYYYYYYYYY
Items (item information and history, add and edit items)YY  Y    
Job BudgetsYY       
Jobs (job information and history, add and edit jobs)YY    YY 
Jobs ListYY       
Payroll Categories (AU)YY   Y   
Recurring Transactions (access the complete list. If deselected, the user can only access recurring transactions from, and relevant to, the windows they are permitted to use)YYY   YY 
Sales & Purchases Information (create and edit comments, shipping methods, referral sources and payment methods)YYYYYYYYY
Superannuation Funds (AU)YY   Y   
Tax Codes (tax code information and history, add and edit tax codes)YY       
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titlePayroll (Australia only)

Payroll (Australia only)

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Enter TimesheetYY   Y  Y
Pay Employee (create a pay run, view pay details in the Pay Employee, Find Transactions (Payroll Category tab) and Transaction Journal (Payroll tab) windows)YY   Y   
Pay LiabilitiesYY   Y   
Pay SuperannuationYY   Y   
Payroll CategoriesYY   Y   
Payroll Command CentreYY   Y   
Payroll Easy Setup AssistantYY   Y   
Prepare Electronic PaymentsYYY  YY  
Print PaychequesYY   Y   
Print Payment SummariesYY   Y   
Print/Email Pay SlipsYY   Y   
Superannuation FundsYY   Y   
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titlePurchases

Purchases

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
In TrayYY    Y  
Pay BillsYY    Y  
Prepare Electronic PaymentsYYY  YY  
Print ChequesYYY  YY  
Print/Email Purchase OrdersYY    Y  
Print/Email Remittance AdviceYYY   Y  
Purchases (create purchases, receive items and view purchase information in the
To Do List and Transaction Journal (Purchases tab) windows)
YY    Y  
Purchases Command CentreYY    Y  
Purchases RegisterYY    Y  
Report Taxable Payments (AU)YY    Y  
Sales & Purchases Information (create and edit comments, shipping methods,
referral sources and payment methods)
YYYYYYYYY
Settle Returns & DebitsYY    Y  
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titleReports

Reports

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
AccountsYY       
BankingYYY      
CardYYYY YYYY
CustomYYYYYYYYY
GST / Sales TaxYY       
Index to ReportsYYYYYYYYY
InventoryYY  Y    
Payroll (AU)YY   Y   
PurchasesYY    Y  
SalesYY     Y 
Time BillingYY      Y
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titleSales

Sales

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Print ReceiptsYYY    Y 
Print/Email InvoicesYY     Y 
Print/Email StatementsYY     Y 
Receive PaymentsYY     Y 
Reimbursable ExpensesYY     Y 
Sales (create sales and view sales information in the To Do List, Find Transactions (Invoice tab) and Transaction Journal (Sales tab) windows)YY     Y 
Sales & Purchases Information (create and edit comments, shipping methods, referral sources and payment methods)YYYYYYYYY
Sales Command CentreYY     Y 
Sales RegisterYY     Y 
Settle Returns & CreditsYY     Y 
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titleTime Billing

Time Billing

 AdministratorAccountant/BookkeeperBankingCardsInventory managementPayrollPurchasesSalesTime Billing
Activities (create, view, edit)YY      Y
Activity HistoryYY       
Activity Log (view and enter activity slips, view activity log)YY      Y
Enter Timesheet (AU)YY   Y  Y
Prepare Time Billing InvoiceYY      Y
Time Billing Command CentreYY      Y
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titleRelated topics
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Add a user

Change company file details

Remove user access

Check a user's online status

Set up user access

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