Set access around the work each finance team owns and the entities it serves. A role grants access to records and actions; approval authority also depends on the specific person, the amount and separation of duties. Configure and verify those controls before launch.
How permissions work
Records
Assign view and change rights by table with entity scope, so a team processing several entities has access only to its assigned books.
Actions
Journal approval, revaluation approval, payment release, counterparty confirmation, period close and consolidation sign-off are distinct actions. Seeing a run does not grant permission to approve it.
Fields
Restrict rate changes to authorised treasury or controller users with recorded reasons. Vendor bank details are restricted to AP Clerk, Treasury Analyst and Admin; other reviewers receive the financial information needed for their decision without unrestricted bank-detail access.
Limits
Convert the relevant amount into the person’s approval-limit currency with a retained rate and decision amount. Numeric authority never overrides the requirement for a different preparer and approver.
Segregation
Keep entry and approval separate on bills and journals; preparation and release separate on pay runs; and preparation and approval separate on revaluation, bank reconciliation and consolidation. Counterparty confirmation belongs to an authorised person for the receiving entity.
Delegation
Record the delegating person, delegate, permitted action and effective dates. The decision retains the acting identity and delegation evidence, and still enforces limits and conflicts.
Reopening
Reopening a hard-closed period or releasing a locked consolidation requires an authorised Admin action with a reason and retained evidence for the Controller. Corrections and renewed approvals remain visible.
Systems administrator responsible for platform configuration, user provisioning, rate and bank feeds, and integration health.
Can
Full CRUD on all tables subject to posting immutability, field restrictions and approval segregation
Manage Employees, role assignments, approval limits and approval delegations
Configure integrations, rate feeds, chart of accounts, Entities, close task templates and tax masters
Reopen a hard close period only with an audit-logged reason and independent Controller authorisation
Can't
Use administrator access or a service identity to approve own preparation, release own payments, verify own bank changes or bypass required independent review
Controller
Owns the trial balance, the close and the consolidated statements. Approves what the GL Accountant, the Treasury Analyst and the clerks prepare: manual journals, revaluations, reconciliations, bills and credit memos above the clerk limit, pay runs above the clerk limit, and the period close itself.
Record approval decisions within assigned authority
View financial records, verified-bank status and masked payment-review information
Reviews and approves
Approve journal entries, revaluation runs, bank reconciliations, Bills and credit memos above clerk limits, pay runs and urgent payments made above AP Clerk limit, disputed intercompany transactions, depreciation runs, allocation runs, asset movements, rate overrides, approval delegations and waived close tasks
Approve manual or corrected closing exchange rates prepared by Treasury Analyst
Release bank transfers prepared by another person
Lock budget versions and consolidation runs prepared by another person
Sign off tax filings
Can't
View contact bank accounts routing/account details, raw verification evidence or payments made payment account snapshot
Approve or lock own preparation
Starts on: Journal Entries Awaiting Approval
GL Accountant
Prepares manual journals, accruals and prepayments, bank reconciliations and the entity close tasks the Controller approves.
Can
Manage journal entries, journal entry lines, close tasks, bank reconciliations, allocation runs, allocation lines, fixed assets, depreciation runs, depreciation lines and asset movements
Submit journal entries and asset/allocation runs for independent approval
Prepare bank reconciliations
View Invoices, invoice items, Bills, bill items, payments received, payment applications, payments made, bill payment applications, credit applications, bank statements, bank statement lines, exchange rates, rate exceptions, revaluation runs, revaluation lines, revaluation items, revaluation settlements and approval decisions
Can't
Approve own source, close periods, edit exchange rates or view restricted vendor-bank coordinates
Starts on: Journal Entries Awaiting Approval
Treasury Analyst
Owns currencies, exchange rates, bank accounts, transfers between currency accounts and the month-end revaluation. Prepares what the Controller approves.
Can
Manage Currencies, exchange rates, bank accounts, bank statements, bank statement lines, bank transfers, rate exceptions, rate overrides, revaluation runs, revaluation lines, revaluation items and revaluation settlements
Prepare bank reconciliations
Raise and confirm intercompany transactions of type Loan, loan repayment, cash transfer and Settlement for own entity, never own raised transaction
Request document-rate overrides with source and reason
Submit revaluation runs and rate overrides for Controller approval
View Invoices, Bills, pay runs, payments received, payments made, contact bank accounts, journal entries, journal entry lines and approval decisions
Reviews and approves
Verify contact bank accounts prepared by another person using independent evidence
Release bank transfers prepared by another person within assigned authority
Can't
Approve own source, post manual journal entries or close periods
Starts on: Revaluation Runs Awaiting Approval
AP Clerk
Processes vendor bills in the vendor’s currency, checks them against the order and receipt references, and builds pay runs.
Can
Manage Bills, bill items, pay runs, payments made, bill payment applications and contact bank accounts
Manage credit applications for vendor credits
Check Bills procurement references and retain evidence
Request non-PO bill exceptions for Controller approval
View Contacts (Vendor), fixed assets, bank accounts, exchange rates, rate exceptions and approval decisions
Submit Bills for approval above own approval limit
Confirm intercompany transactions of type Sale, Recharge and Dividend for own receiving entity, never own raised transaction
Reviews and approves
Approve Bills within own converted approval limit that another person entered
Release pay runs and urgent payments made within own converted approval limit that another person prepared
Can't
Verify own bank changes, post manual journal entries or edit chart of accounts, Entities, exchange rates or tax codes
Starts on: My Bills to Approve
AR Clerk
Raises customer invoices and credit memos in the customer’s currency, applies cash at the receipt rate and runs dunning.
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