The role Financial User is given to employees who should have access to district-wide finance information. Each Financial User is assigned an individual set of permissions to view and/or modify specific pieces of financial data.
These permissions are set upon account creation but can be edited at any time.
Editing Permissions
View/Modify/GoTo
Permission Types
Sample Permission Sets
Editing Permissions
To assign permissions while creating an account, check the appropriate boxes while creating the Financial User role.
To edit permissions for an existing Financial User:
- Go to Financials Main > Setup > Users
- Edit the user
- Check the appropriate boxes
- Save
View/Modify/GoTo
Each permission type can be divided into View and Modify. A user with Modify permission will also by necessity have the View permission.
View - This option allows users to View data in the section. They will not be able to modify or change anything in that section.
Modify - This option allows users to Modify or change data in the section. It is best practice to strictly limit the number of users with Modify permission.
GoTo - This option is only available on the Users permission type. It allows users to “tunnel in” and view any other employee’s Employee Portal. This can be helpful for troubleshooting. For example, if an employee complains that they can’t access their pay stubs, the Financial User could “GoTo” that employee’s page to see what they see. This option should only be given to those in the financials office that also have access to Modify the same area which for example would be Payroll and Human Resources.
Permission Types
Users - Access Setup > Users. With Modify permission, can give access to anyone, including changing their own permissions. Modify permission should be very strictly limited. With GoTo permission, they can also view employees’ payroll data.
Setup - Access all pages under Setup (e.g. Chart of Accounts) and the Setup pages under Accounts Payable (e.g. Defaults).
HR/Payroll - Access everything under Human Resources (except subpages within Attendance/Time Off/Substitutes that are related to Substitutes), the Payroll and Reports sections under Payroll, and access General Ledger > Saved Reports (but only payroll and HR-related reports). Both view and modify permission should be strictly limited because this includes access to sensitive data such as social security numbers.
Ledger Transactions - Access all pages under General Ledger to view all transactions posted at the district. This includes some payroll data. It is possible to issue payments from the General Journal and Transaction Register page.
Budgets - Access everything under Budgeting.
Purchase Orders - Access Accounts Payable > Purchase Orders and Accounts Payable > Purchase Order Reports. With Modify permission, they can edit all POs, including those created by other employees.
Saved Receipt Line Items - Access Accounts Receivable > Saved Receipt Line Items.
Revenue Providers - Access to Accounts Receivable > Customers and Revenue Providers.
Deposits/Receipts - Access Accounts Receivable > Receipts and Accounts Receivable > Deposits.
Receive Shipments - Access Accounts Payable > Receive Shipments., including some basic purchase order details.
Vendor Invoices - Access Accounts Payable > Vendor Invoices and Accounts Payable > Invoice Report.
Payments - Access Accounts Payable > Payments, Check Runs/ACH Files, and Payments Report. Note: Without the ability to modify Vendor Invoices, the user can only create payments out of invoices that another employee created.
Substitutes - Does nothing by itself. In combination with the HR/Payroll permission, it allows access to view/assign substitutes under Human Resources > Employee Attendance/Time Off/Substitutes, and in combination with either the HR/Payroll permission or the Ledger Transactions permissions, it allows access to the Saved Report type Substitutes.
Saved AP Items - Access Accounts Payable > Saved AP Items.
Vendors - Access Accounts Payable > Vendors to create and edit vendors.
Sample Permission Sets
Every district can and should carefully restrict who has permissions to access Financials data. The table below shows an example setup of how permissions might be distributed across different roles at the district, but it is by no means required that you use the same setup.
| Bookkeeper |
Superintendent/ Principals |
Finance Director | Payroll Director | Human Resources Director | Accounts Payable Director | |
| HR/Payroll | x | x | x | x | ||
| Ledger Transactions | x | x | ||||
| Budgets | x | x | x | |||
| Purchase Orders | x |
|||||
| Saved Receipt Line Items | x | x | ||||
| Revenue Providers | x | x | ||||
| Deposits/Receipts | x | x | ||||
| Receive Shipments | ||||||
| Vendor Invoices | x | x | x | |||
| Payments | x | x | x | |||
| Substitutes | x | x | x | |||
| Saved AP Items | x | x | x | |||
| Vendors | x | x | x |