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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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title	Accounts

Accounts

	Administrator	Accountant/Bookkeeper	Banking	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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title	Banking

Banking

	Administrator	Accountant/Bookkeeper	Banking	Payroll	Purchases	Sales
Bank Entry/Deposit Adjustment (reconciliation and bank deposit)	Y	Y	Y
Bank Feeds	Y	Y	Y
Bank Register	Y	Y	Y
Banking Command Centre	Y	Y	Y
Get Statement	Y	Y	Y
Prepare Bank Deposit	Y	Y	Y
Prepare Electronic Payments	Y	Y	Y	Y	Y
Print Cheques	Y	Y	Y	Y	Y
Print Receipts	Y	Y	Y			Y
Print/Email Remittance Advice	Y	Y	Y		Y
Receive Money	Y	Y	Y
Reconcile Accounts	Y	Y	Y
Spend Money	Y	Y	Y	Y
Undo Reconciliation	Y	Y	Y

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title	Business Insights

Business Insights

	Administrator	Accountant/Bookkeeper	Banking	Purchases	Sales
Account Details	Y	Y
Business Insights	Y	Y	Y	Y	Y
Customer Analysis	Y	Y			Y
Profitability Details	Y	Y
Supplier Analysis	Y	Y		Y

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title	Cards

Cards

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time Billing
Card History (History tab of Card Information window)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Combine Cards	Y	Y
Contact Log (view and create log entries)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Create Personalised Letters	Y	Y	Y	Y	Y	Y	Y	Y	Y
Credit Limit & Hold	Y	Y
Customer Cards	Y	Y	Y					Y	Y
Customer Payment Details	Y	Y	Y	Y				Y
Customer Selling Details	Y	Y						Y
Employee Cards	Y	Y				Y
Employee Payment Details	Y	Y	Y	Y		Y
Employee Payroll Details (AU)	Y	Y				Y
Personal Cards	Y	Y	Y	Y	Y	Y	Y	Y	Y
Print Mailing Labels	Y	Y	Y	Y	Y	Y	Y	Y	Y
Supplier Buying Details	Y	Y					Y
Supplier Cards	Y	Y	Y		Y		Y
Supplier Payment Details	Y	Y	Y	Y			Y
Synchronise Cards	Y	Y

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title	General

General

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time 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)	Y	Y
Allow Delete/Reverse (of transactions, based on your security preferences)	Y	Y
Back Up Company File	Y	Y	Y	Y	Y	Y	Y	Y	Y
Change Product	Y
Close a Financial Year	Y	Y
Close a Payroll Year (AU)	Y	Y
Customise Forms	Y	Y	Y	Y		Y	Y	Y	Y
Find Transactions	Y	Y	Y	Y	Y	Y	Y	Y
Find Transactions (Card tab)	Y	Y	Y	Y	Y	Y	Y	Y
Find Transactions (Category tab)	Y	Y				Y
Find Transactions (Job tab)	Y	Y
Import/Export Assistant	Y	Y
Preferences	Y	Y
Restore Company File	Y	Y	Y	Y	Y	Y	Y	Y	Y
Roll Back A Financial Year	Y	Y
To Do List (all tabs)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Transaction Journal (all tabs)	x	Y	Y		Y	Y	Y	Y
Transaction Journal (All tab)	Y	Y
Undo Check Out	Y	Y
User Access	Y
View Sent Emails	Y	Y	Y	Y	Y	Y	Y	Y	Y
Work Offline, (Check In) / Work Online (online administrators only)	Y	Y

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title	Inventory

Inventory

	Administrator	Accountant/Bookkeeper	Inventory management
Adjust Inventory	Y	Y	Y
Auto Build Items	Y	Y	Y
Build Items	Y	Y	Y
Count Inventory	Y	Y	Y
Inventory Command Centre	Y	Y	Y
Item History	Y	Y	Y
Items (item information and history, add and edit items)	Y	Y	Y
Items Register	Y	Y	Y
Set Item Prices	Y	Y	Y

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title	Lists

Lists

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time Billing
Accounts List	x	Y
Activities (create, view, edit)	Y	Y							Y
Categories	Y	Y
Custom Lists	Y	Y	Y	Y	Y	Y	Y	Y	Y
Custom Lists and Field Names	Y	Y	Y	Y	Y	Y	Y	Y	Y
Employment Classifications (AU)	Y	Y				Y
Identifiers	Y	Y	Y	Y	Y	Y	Y	Y	Y
Items (item information and history, add and edit items)	Y	Y			Y
Job Budgets	Y	Y
Jobs (job information and history, add and edit jobs)	Y	Y					Y	Y
Jobs List	Y	Y
Payroll Categories (AU)	Y	Y				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)	Y	Y	Y				Y	Y
Sales & Purchases Information (create and edit comments, shipping methods, referral sources and payment methods)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Superannuation Funds (AU)	Y	Y				Y
Tax Codes (tax code information and history, add and edit tax codes)	Y	Y

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title	Payroll (Australia only)

Payroll (Australia only)

	Administrator	Accountant/Bookkeeper	Banking	Payroll	Purchases	Time Billing
Enter Timesheet	Y	Y		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)	Y	Y		Y
Pay Liabilities	Y	Y		Y
Pay Superannuation	Y	Y		Y
Payroll Categories	Y	Y		Y
Payroll Command Centre	Y	Y		Y
Payroll Easy Setup Assistant	Y	Y		Y
Prepare Electronic Payments	Y	Y	Y	Y	Y
Print Paycheques	Y	Y		Y
Print Payment Summaries	Y	Y		Y
Print/Email Pay Slips	Y	Y		Y
Superannuation Funds	Y	Y		Y

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title	Purchases

Purchases

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time Billing
In Tray	Y	Y					Y
Pay Bills	Y	Y					Y
Prepare Electronic Payments	Y	Y	Y			Y	Y
Print Cheques	Y	Y	Y			Y	Y
Print/Email Purchase Orders	Y	Y					Y
Print/Email Remittance Advice	Y	Y	Y				Y
Purchases (create purchases, receive items and view purchase information in the To Do List and Transaction Journal (Purchases tab) windows)	Y	Y					Y
Purchases Command Centre	Y	Y					Y
Purchases Register	Y	Y					Y
Report Taxable Payments (AU)	Y	Y					Y
Sales & Purchases Information (create and edit comments, shipping methods, referral sources and payment methods)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Settle Returns & Debits	Y	Y					Y

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title	Reports

Reports

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time Billing
Accounts	Y	Y
Banking	Y	Y	Y
Card	Y	Y	Y	Y		Y	Y	Y	Y
Custom	Y	Y	Y	Y	Y	Y	Y	Y	Y
GST / Sales Tax	Y	Y
Index to Reports	Y	Y	Y	Y	Y	Y	Y	Y	Y
Inventory	Y	Y			Y
Payroll (AU)	Y	Y				Y
Purchases	Y	Y					Y
Sales	Y	Y						Y
Time Billing	Y	Y							Y

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title	Sales

Sales

	Administrator	Accountant/Bookkeeper	Banking	Cards	Inventory management	Payroll	Purchases	Sales	Time Billing
Print Receipts	Y	Y	Y					Y
Print/Email Invoices	Y	Y						Y
Print/Email Statements	Y	Y						Y
Receive Payments	Y	Y						Y
Reimbursable Expenses	Y	Y						Y
Sales (create sales and view sales information in the To Do List, Find Transactions (Invoice tab) and Transaction Journal (Sales tab) windows)	Y	Y						Y
Sales & Purchases Information (create and edit comments, shipping methods, referral sources and payment methods)	Y	Y	Y	Y	Y	Y	Y	Y	Y
Sales Command Centre	Y	Y						Y
Sales Register	Y	Y						Y
Settle Returns & Credits	Y	Y						Y

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title	Time Billing

Time Billing

	Administrator	Accountant/Bookkeeper	Payroll	Time Billing
Activities (create, view, edit)	Y	Y		Y
Activity History	Y	Y
Activity Log (view and enter activity slips, view activity log)	Y	Y		Y
Enter Timesheet (AU)	Y	Y	Y	Y
Prepare Time Billing Invoice	Y	Y		Y
Time Billing Command Centre	Y	Y		Y

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Add Invite a user to an online file

Change company file details

Remove user access

Check a user's online status

Set up user access

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Old Version 46

New Version 47

Key

Accounts

Banking

Business Insights

Cards

General

Inventory

Lists

Payroll (Australia only)

Purchases

Reports

Sales

Time Billing

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Company file

Work with others

Banking

Emails & printing

Items

Employees (AU)

Suppliers

Customers

Reporting

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