Who can do what in Bendahara
What owners, admins, members and viewers can each do in finance, and which steps need an owner or admin to sign off.
Every finance screen is open to everyone in your workspace. What each person can change depends on their role. The database checks the same rules again, so they hold however a change is made, the assistant included.
Who can do this
Your role is set by an owner or admin on Team, under Organisation in your account. The roles in finance are:
- Owner and admin: can do everything, including the steps that need a sign-off below.
- Member: can create and change drafts, record and schedule things, and send them for approval, but cannot sign off.
- Viewer: can look at every screen and export lists, but cannot change anything.
The demo workspace is read-only for everyone.
What needs an owner or admin
These steps are an owner's or admin's only. A member who tries one is told so, usually with "Only an owner or admin can post, pay or void. Ask one of them to do this."
- Posting a supplier bill, and voiding a bill or a payment.
- Sales documents follow the same owner or admin sign-off.
- Paying now, or marking a scheduled payment or voucher as paid.
- Issuing and voiding supplier credit notes, and applying their credit to a bill.
- Approving, rejecting or sending back expenses, approving or rejecting payment vouchers and purchase orders, and closing a purchase order.
- Recording and voiding transfers between accounts, and setting an opening balance.
- Adding or changing expense and income categories.
- The chart of accounts, manual journals, contra entries and FX revaluations.
- Accounting settings (the financial year, the books lock and document numbering) and SST settings.
When an owner or admin saves a new expense, or a new payment voucher for an expense category, it is approved at once.
What a member does
A member does the day-to-day work and leaves the sign-off to an owner or admin:
- On a form with Save and post, a member's document is saved as a draft, and they are told only an owner or admin can post it.
- A member's expense waits as Pending approval.
- A member paying a supplier must choose Schedule for later. Pay now is refused with "Only an owner or admin can record this as paid. Save it as scheduled or pending instead."
- A member can submit a purchase order for approval. An admin cannot approve an order they raised or submitted themselves; an owner can.