When setting up Accounting Users, it is recommended to create Custom User Roles based on the most common roles within your organization. These Custom User Roles will ensure that Users with the same duties have the same Permissions. If only a few Users need additional accesses outside of the shared User Roles, their Permissions can be adjusted at the User level.

The default R365 User Roles below are provided as common Permission sets. These User Roles can be used as is or cloned as a starting point when creating Custom User Roles.

Accounting Admin

This User Role is designed for Users who need access to almost all Accounting and Smart Ops functions in the system, as well as most 'Approve' Permissions.  

This User Role does not contain Permissions related to the following:

• Unapproving Transactions
• Users 
• Security and Permissions
• Most System Preferences
• Commissary Admin
• Franchising
• Prep
• PII

Accounting Clerk

This User Role is designed for Users who need access to almost all Accounting and Smart Ops functions in the system, but do not need 'Approve' Permissions.

This User Role does not contain 'Forecasts', 'Print Check', or 'Approve' Permissions. 

• Note: Since this User cannot approve transactions, transactions they create will be set as 'Unapproved'.

Creating a Custom User Role based on a default R365 User Role can assist in creating the perfect Permission set. After cloning the default R365 User Role, the Permission Tree for the new Custom User Role can be fine-tuned by adding additional Permissions and removing unneeded Permissions.

When assigning User Roles to Users, the Permission Tree for the individual User can also be fine-tuned on the User Record. If needed, additional Permissions can be added or unneeded Permissions can be removed. 

Additional Permissions to Consider
High-Level Users Unapprove Applicable Transactions Approve Payment Runs 1099s Franchising User Setup Print Check with Signature Prep Mid-Level Users Approve Applicable Transactions Unapprove Applicable Transactions AP Payments AP Payment Runs

Learn more about User Roles and User Setup:

• User Setup and Security
• User Permissions: Permission Reference
• Default R365 User Role Descriptions
• Security & Permissions Page
• Custom User Roles
• User Record

Report Roles

The following are key reports that accounting Users should have access to:

• Profit and Loss 
• Profit and Loss - Custom Date
• GL Account Detail
• Daily Sales Report
• Extended Daily Sales
• Check Register
• Cash Flow
• Bank to GL Reconciliation
• Balance Sheet
• AR Aging
• AP Aging

Learn more about how to assign Report Roles here.