Roles and permissions

Give each person the records and decisions their work requires.

Permissions

Summarised from the authored role permissions. Scope restrictions such as “own records” still apply; these symbols do not indicate completeness or runtime access.

TableController / CFOFixed Asset AccountantTax AccountantAsset CustodianManagerAuditor
master
FixedAssetsNo table-specific permission stated Manage / maintain: Manage draft FixedAssets and AssetCapitalizationsNo table-specific permission stated View: View own assigned FixedAssets View: View department-scoped FixedAssetsNo table-specific permission stated
TaxRuleSetsNo table-specific permission statedNo table-specific permission stated Manage / maintain: Maintain reviewed TaxRuleSetsNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
transaction
AssetCapitalizationsNo table-specific permission stated Manage / maintain: Manage draft FixedAssets and AssetCapitalizationsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
AssetTransfersNo table-specific permission stated Specific actions: Submit AssetTransfers, AssetDisposals, AssetImpairments and AssetRetirementsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
AssetRetirementsNo table-specific permission stated Specific actions: Submit AssetTransfers, AssetDisposals, AssetImpairments and AssetRetirementsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
AssetDisposalsNo table-specific permission stated Specific actions: Submit AssetTransfers, AssetDisposals, AssetImpairments and AssetRetirementsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
AssetImpairmentsNo table-specific permission stated Specific actions: Submit AssetTransfers, AssetDisposals, AssetImpairments and AssetRetirementsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
MaintenanceLogsNo table-specific permission stated Manage / maintain: Manage PhysicalInventories and MaintenanceLogsNo table-specific permission statedNo table-specific permission statedNo table-specific permission statedNo table-specific permission stated
PhysicalInventoriesNo table-specific permission stated Manage / maintain: Manage PhysicalInventories and MaintenanceLogsNo table-specific permission statedNo table-specific permission stated View: View assigned PhysicalInventoriesNo table-specific permission stated
  • Controller / CFOReconcile posted accounting acknowledgmentsRead all permitted asset reports
  • Fixed Asset AccountantRead asset reportsNo self-approval or direct alteration of posted history
  • Tax AccountantIndependently review tax-book runs and elections prepared by another authorized personNo company-wide financial-book release without Controller / CFO authority
  • Asset CustodianCreate own transfer requestsMask financial valuation and tax fieldsNo financial approval or access to unrelated assets
  • ManagerNo cross-cost-center decisions, unscoped exports or valuation-field edits
  • AuditorView permitted asset registers, schedules, movements and reconciliation reportsExport scoped evidenceNo changes, approvals or workflow execution
Manage / maintain View Specific actions— No table-specific permission statedPermissions also apply to agents

How permissions work

5 rules

Scope every record, query, action, export and attachment to the authenticated workspace and authorized entity.

Keep preparation and independent approval separate where the process requires review.

Protect bank details, tax identifiers and private financial values at field level.

Treat an administrator’s technical access separately from business decision authority.

Record failed and successful protected actions in the retained audit history.

The roles

Controller / CFO

Controller / CFO works within the record, field and action scope below.

Permissions and screens
  • Review AssetCapitalizations and accounting policies
  • Independently approve financial DepreciationRuns, cross-cost-center AssetTransfers, AssetDisposals, AssetRetirements, AssetImpairments and permitted RevaluationAdjustments
  • Reconcile posted accounting acknowledgments
  • Read all permitted asset reports
Pending Disposal ApprovalsPendingApproval
Disposal NumberFixed AssetDisposal DateDisposal Method
Scrap
Pending Transfer ApprovalsSubmitted
Transfer NumberFixed AssetFrom Cost CenterTo Cost Center
Assets Pending CapitalizationDraft
Asset TagDescriptionCategoryAcquisition Date
Fixed Asset Accountant

Fixed Asset Accountant works within the record, field and action scope below.

Permissions and screens
  • Manage draft FixedAssets and AssetCapitalizations
  • Prepare AssetBooks and DepreciationRuns
  • Submit AssetTransfers, AssetDisposals, AssetImpairments and AssetRetirements
  • Manage PhysicalInventories and MaintenanceLogs
  • Read asset reports
  • No self-approval or direct alteration of posted history
Assets Pending CapitalizationDraft
Asset TagDescriptionCategoryAcquisition Date
Open Impairment TestsDraft
Impairment NumberFixed AssetTest DateCarrying Value
Active Lease AssetsActive
Lease NumberLease DescriptionLease ClassificationCommencement Date
Finance Lease
Tax Accountant

Tax Accountant works within the record, field and action scope below.

Permissions and screens
  • Maintain reviewed TaxRuleSets
  • Prepare Section179Elections and BonusDepreciationElections
  • Independently review tax-book runs and elections prepared by another authorized person
  • Review Form4562Snapshots
  • No company-wide financial-book release without Controller / CFO authority
Section 179 ElectionsDraft
Election NumberFixed AssetTax YearDeduction Amount
Bonus Depreciation ElectionsDraft
Election NumberFixed AssetTax YearApplicable Percent
Active Lease AssetsActive
Lease NumberLease DescriptionLease ClassificationCommencement Date
Finance Lease
Asset Custodian

Asset Custodian works within the record, field and action scope below.

Permissions and screens
  • View own assigned FixedAssets
  • Create own transfer requests
  • Attest assigned PhysicalInventoryItems and report observations
  • Mask financial valuation and tax fields
  • No financial approval or access to unrelated assets
Active Physical InventoriesScheduled
Inventory NumberInventory NameScheduled DateScope Location
My Assigned AssetsInService
Asset TagDescriptionCategoryAssigned To Location
Manager

Manager works within the record, field and action scope below.

Permissions and screens
  • View department-scoped FixedAssets
  • Independently approve within-department AssetTransfers
  • View assigned PhysicalInventories
  • No cross-cost-center decisions, unscoped exports or valuation-field edits
Pending Transfer ApprovalsSubmitted
Transfer NumberFixed AssetFrom Cost CenterTo Cost Center
Active Physical InventoriesScheduled
Inventory NumberInventory NameScheduled DateScope Location
My Assigned AssetsInService
Asset TagDescriptionCategoryAssigned To Location
Auditor

Auditor works within the record, field and action scope below.

Permissions and screens
  • View permitted asset registers, schedules, movements and reconciliation reports
  • Export scoped evidence
  • No changes, approvals or workflow execution
ERP•AI workspace

Start now Fixed Asset Management

Create your ERP.AI account and get started with Proto.

Start now Download agent

Customize Fixed Asset Management. With Proto, your desktop AI agent.

Ask Proto to help you customize Fixed Asset Management.

Customize
Fixed Asset Management. Ask: “Adapt Books and depreciation.” ProtoYour desktop AI agent
Download nowFree install · ~1 GB · AI usage extra