16. Setting up and looking after the system¶
Module
Part of Finance Core. If your plan does not include it, these screens are not in your menus.
This chapter is for administrators.
Users¶
Setup → Users.
Adding somebody¶
- Click + New user.
- Fill in their email address, full name and a starting password.
- Choose their Role.
- Click Create user.
- Tell them the password you set.
They will be required to choose their own the first time they sign in, so the password you hand over stops working as soon as they use it.
The other buttons¶
| Button | What it does |
|---|---|
| Edit | Changes their name or role in place |
| Disable / Enable | Stops or restores sign-in. Reversible |
| Reset password | Sets a new one and ends every session they have open. Use sparingly |
| Unlock | Clears a lockout. Does not change the password, does not sign them out |
| What can they do? | Shows exactly what this person can reach, and how they got it |
Note
There is no delete. Disabling stops somebody signing in immediately and can be undone; deleting them would strip their name off every journal, pick task and approval they ever touched. The last active administrator cannot be disabled or demoted, and you cannot remove your own administrator access.
Roles¶
Setup → Roles. Permissions belong to the role, never to the person, so a change is made once for everybody doing that job.
A role has a centre, which decides which menus and dashboard its holders see, and a set of permissions, which decides what they can open.
Watch out
The admin centre bypasses every permission check. Anybody given a role in that centre has full access to the entire system, including payroll and this screen, whatever is ticked below it.
Two things to know when editing permissions:
- Levels build on each other — edit includes create, create includes view.
- Anything left at none is revoked when you save.
Roles are retired, not deleted, and a role cannot be retired while anyone still holds it.
Tax codes¶
Setup → Tax Codes. Click a code to see its rate history and to schedule a new rate.
Enter the rate as a percentage — type 9 for 9%, not 0.09 — with the date it takes effect.
Scheduling a new rate never rewrites tax already posted. Only transactions dated on or after the effective date use it.
Currencies and exchange rates¶
Setup → Currencies & Rates.
The rate box is captioned with the direction spelled out — "1 MYR = ? SGD" — and as soon as you type a number the screen reads it back to you both ways round: "Reads as: 1 MYR = 0.29 SGD · 1 SGD = 3.448276 MYR."
Watch out
Read that line before saving. Typing a rate the wrong way round is the commonest and quietest error in the whole system, and this is the one thing that catches it.
A wrong rate is corrected by entering the right one for the same date. Both stay on file; nothing is edited in place.
If a currency is used by a company and has no rate at all, the screen warns you at the top. Postings in it are written with no converted amount — deliberately, because inventing a rate of 1 would be worse — and cannot be consolidated or revalued until a rate exists.
Watching what happened¶
- Setup → Sign-in Record — every sign-in attempt, successful and failed, with the reason in plain words, the address it came from and the browser. Successes are here on purpose: a log of failures alone shows you an attack only after it worked.
- Setup → Audit Trail — changes to records.
- Setup → Governance — usage metering, and anything that was throttled.
The lock-state panel on the sign-in record tells you whether a given address is locked, for how long, and how many attempts remain before it would be. Unlock now clears it.
Passwords are never recorded, not even on a failed attempt — a failure very often contains a real password with a typo in it.