Sage Business Cloud Help

Accounting

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Detailed user access levels

When you create users you can specify whether you want them to have full, read-only, restricted or no access. You can apply these access levels throughout the application or you can restrict access to different areas. For example, you might want a user to have full access to Sales but read-only access to Journals. You can choose from the following access levels:

  • Read Only – The user can view data but they can’t enter or amend any details.
  • Restricted Access – The user can enter quotes, invoices, credit notes, payments and receipts. Access to the Journals, Settings and Statutory Reporting options defaults to No Access.
  • Full Access – The user has access to all areas.
  • No Access – The user has no access to the specified area and can’t view any data.

The following explains how read-only, restricted and full access levels affect what a user can do within the different areas.

If you have no access to an area, a message appears advising you to contact your supervisor. If necessary, your supervisor can edit your access levels.

Sales

Read-only
  • Can view all entries but can’t make changes.
Restricted access
  • Can enter invoices and credit notes but can’t void them.
  • Can edit or delete draft invoices only.
Full access

As restricted access plus:

  • Can void or edit invoices and credit notes.

You can’t edit an invoice or credit note if it has been reconciled for VAT.

Restrictions
  • To record a payment on an invoice, the user must have either restricted or full access to Banking.
  • Users with no or read-only access to contacts can choose contacts when creating an invoice or credit note. If necessary, they can manually override the address but this doesn’t alter the contact record.
  • They can also choose products or services for the invoice or credit note, but can’t create any new records from within the invoice.
  • If a VAT scheme hasn’t been entered a user with full access must enter this in Settings. In the Financial Settings section, click Accounting Dates & VAT then click Accounting Dates and VAT Details before another user can create an invoice or credit note.

Purchases

Read-only
  • Can view all entries but can’t make changes.
Restricted access
  • Can enter invoices and credit notes but can’t void them.
  • Can edit or delete draft invoices only.
Full access

As restricted access plus:

  • Can void or edit invoices and credit notes.

You can’t edit an invoice or credit note if it has been reconciled for VAT.

Restrictions
  • To record a payment on an invoice, the user must have either restricted or full access to Banking.
  • Users with no or read-only access to contacts can choose contacts when creating an invoice or credit note. If necessary, they can manually override the address but this doesn’t alter the contact record.
  • They can also choose products or services for the invoice or credit note, but can’t create any new records from within the invoice.
  • If a VAT scheme hasn’t been entered a user with full access must enter this in Settings then in the Accounting Settings section Financial Year & VAT before another user can create an invoice or credit note.

Contacts

Read-only
  • Can view contact details but can’t make any changes.
Restricted access
  • Can add or edit contact details.
Full access

As restricted access plus:

  • Can add or edit contacts.
  • Send statements.
  • Delete contacts.

You can’t delete a contact record with transactions.

Restrictions
  • If a user has no access to Sales, Purchases or Banking, they can still view customer activity but they can’t see the transaction details.

Products and Services

Read-only
  • Can view all (stock and non-stock type) product records.
  • Can view all service records.
  • Can view the Category list.
  • Can view existing stock adjustments.
Restricted access
  • Can enter and edit all (stock and non-stock type) product records, but can’t delete them or edit prices.
  • Can enter and edit all service records, but can’t delete them or edit prices.
  • Can enter, edit and delete categories.
  • Can create new stock adjustments.
Full access
  • Can enter, edit and delete all (stock and non-stock type) product records.
  • Can enter, edit and delete all service records.
  • Can edit prices.
  • Can enter, edit and delete categories.
  • Can create and edit stock adjustments.
Restrictions
  • Access levels to other areas have no effect.

Bank

Read-only
  • Can view all entries but can’t make any changes or enter any transactions.
Restricted access
  • Can enter payments, receipts and bank transfers.
Full access
  • Can enter payments, receipts and bank transfers.
  • Can reconcile bank accounts.
  • Can pay into bank from the cash in hand account.
  • Can access bank records.
  • Can view bank account balances.
Restrictions
  • If the user has no access to sales, purchases or journals, they can view the bank activity but can’t view transaction details.
  • If they have no access to contacts, they can select the contact when recording payments or receipts, but can’t view the contact record.

Adjustments

Read-only
  • Can view journals but can’t make any changes.
  • Can view Correct transactions history but can’t make any changes.
Restricted access
  • No access.
Full access
  • Can create, edit, delete and manage journals.
  • Can create, and view Correct transactions
Restrictions

Access levels to other areas have no effect.

Reporting

Read-only
  • Can view all reports.
Restricted access
  • Can view customer and supplier reports depending on their access to the Sales and Purchases areas.
  • A restricted user has no access to management reports.
Full access
  • Can view all reports.
Restrictions
  • To view management reports, users must have read-only or full access.
  • To view customer reports such as the Aged Debtors Report, users must have access to Sales.
  • To view supplier reports, such as the Aged Creditors Report, users must have access to Purchases.

Settings

Read-only
  • Can only view and amend user settings.
Restricted access
  • Can only view and amend user settings.
Full access
  • If the user is a primary user they can view or edit all settings. If they’re not a primary user but are marked as a System Manager they can view or edit all settings apart from Service Settings and Billing Settings. If they’re not a System Manager, they can only view and amend user settings.
Restrictions
  • Access levels to other areas have no effect.

Statutory Reporting

Read-only
  • Can view statutory returns.
Restricted access
  • No access.
Full access
  • Can create, adjust and file returns online.
Restrictions
  • If the user has no access to Sales, Purchases, Banking or Journals, they can run a VAT Return but can’t view details of the transactions.

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