How much can I customise user access?

This article details how you can customise user access, broken down by the different ExpensePlus modules.

In ExpensePlus, the main way to customise user access is through the user role that you assign to each user.

In addition, you can further restrict and grant access directly through each module in ExpensePlus.

Income modules

Invoicing

You can create multiple invoice profiles, enabling you to invoice for weddings and venue hire differently, or if you have multiple sites, you can invoice differently for each site (e.g. different payment terms, bank details, logo, etc.)

However, you can't restrict a user's access to creating and viewing invoices for a just one specific invoice profile. Users either have access to the invoicing screens within their user role or they don't.

Bank Deposits

To allow users to enter and view bank deposits for all bank accounts, you can assign this within their user role. 

However, you can choose not to give this permission and instead, within the Bank Settings screen, give a user access to view and enter bank deposits for specific bank accounts. 

Expenditure modules

Purchases

Access to this screen is set within a user's role.

However, within a user's profile, you can restrict which purchase types they can enter (e.g. expenses, mileage claims, invoices etc.) under the 'Purchase Options' heading.

You can also choose whether or not they can submit on behalf of other users ('Privileged'). In addition, you can also restrict which funds/categories they have access to submit purchases against.

Receipts

Any users with this permission in their user role will be able to see the receipt check screen.

There are no further options to restrict access.

However, only users with the role of Finance Team can authorise lost receipts.

Approvals

The user role permission for approvals enables users to approve purchases on other budget holders' behalf.

They can't approve their own purchases.

Most users who have access to the approval screen won't or shouldn't have this role permission.

Instead, they can view and approve purchases assigned to the categories they are the category approver of in the category settings screen. Learn more about setting up approvals here.

Payments

You can assign users to have access to the payments screen for all bank accounts within their user role.

You can alternatively choose not to give this permission in a user's role, and instead do this within the Bank Settings screen per bank account.

Accounting modules

Bank Reconciliation

To allow users to have access to the bank reconciliation screen for all bank accounts, you can assign this within their user role.

However, you can actively choose not to give this permission in a user's role, and instead do this within the Bank Settings screen per bank account.

Petty Cash

To allow users to have access to all petty cash accounts, you can assign this within their user role.

However, you can alternatively choose not to give this permission in a users role, and instead do this within the Bank Settings screen per petty cash account.

Adjustments

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

Investments

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

Fixed Assets

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

However, the ability to submit a purchase as a Fixed Asset Purchase is set in the individual User Settings screen in the funds and categories section.

Finance Reports

Access to view finance reports can be set for each individual report within their user role.

One exception is the 'Income & Expenditure Summary (by Fund)' report, where permission is set by category, enabling you to provide each user with a bespoke customised report. This report is always up to date, can be viewed from anywhere, and you can even control whether or not a user can drill in to see more details (which again you can determine by category).

The 'Balance Sheet' Report is visible for users for any funds where they have been given permission to view a category in that fund.

For the 'Income & Expenditure Summary (by project)' report permission, you can choose not to give this permission in a user's role. Instead, within the Project Settings screen, just assign a user access to the specific projects you want them to see.

Donations modules

Manage Donors

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

Gift Aid

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

Gift Aid is however broken down by fund, making it possible to manage separately for different funds.

ChurchSuite Export

Any users with this permission in their user role will be able to see this screen. There are no further options to give or restrict access.

Donation Reports

Access to view donation reports can be set for each individual report within a user's role. There are no further options to give or restrict access.

The default is for donor names to be hidden, and ExpensePlus shows donor envelope/reference numbers instead. You can set for donor names to show per user, in user settings.

Manage settings

Access to the various settings screens is set by screen within a user's role permissions. There are no further options to give or restrict access.

To help you understand how to customise ExpensePlus, watch the module overview video here.