How to set or edit Accounts User Permissions

The Account module requires that you set a number of User Permissions and default details. To set the Accounts User Permissions, follow these steps:

1. Log in as Administrator or a user with permissions to Preferences.

Only the Administrator or a user with sufficient permissions to Preferences can set or edit User Permissions.

2. Open the Accounts User Permissions window

To access the Accounts User Permissions you can either use the Accounts Setup Tool or launch from the main menu.

2.1. From the Accounts Setup Tool

If you haven't yet completed the Accounts Setup tool, you can set your Accounts User Permissions from the Accounts Setup tool. To access this click the Accounts button in the main toolbar and then select 'Accounts Setup'. For instructions on how to use the Accounts Setup tool please see: How to use the Accounts Setup Guide.

When the Accounts Setup tool opens, click 'Set Accounts User Permissions'.

2.2. From the Main Menu

To edit the User Permissions at any time, click the 'Tools' button in the top toolbar and then click 'Administative', then 'Preferences'.

Now go to the User Permissions tab.

3. Select the Accounts permissions group

In the 'Show' drop-down, select the group Accounts.

4. Set the User Permissions

Within the User Permissions tab, the Administrator has the ability to set which user has the permission to perform different types of account functions.

4.1. Access Level

There are 5 predefined Security Levels which can be set against the user.

  • Full
  • High
  • Standard
  • Restricted
  • Book Keeping

These options can be selected to automatically give a particular group rights to users.  For example, if your user is an Accountant for your company and you only wish to give them access to Accounts and not other functions like editing existing File Notes etc, you can select the template 'Book Keeping'.  This will give them permissions to the full range of Accounts functions, but limit them on other features throughout MM.

Access Level will change to 'Custom' as soon as you manually change any permissions and save.

4.2. Allow Access to Accounts

If this setting is not ticked, then a User is unable to access the Accounts tab in a matter or use any of the features on the Accounts button on the main toolbar.

4.3. Allow User to Add Accounts Entries

If this setting is not ticked, then a User can not record any Fees, Costs or Disbursements in any matter.

4.4. Allow User to Edit/Delete Accounts Entries

If this setting is not ticked, then a User can not edit or delete any existing accounts entry such as Fees, Costs or Disbursements.

4.5. Fee Editing Permissions

If this setting is not ticked, the user will only be able to adjust Fee charges that they have created on Matters.  They will not be able to adjust other user's Fees.

4.6. Unbilled Entry Editing Restriction

Set the restriction on how any days after an Unbilled Entry (un-invoiced Fee, Disbursement or Cost) has been made, that is can still be edited.  Available options:

  • None
  • Less than a day (immediately)
  • Less than 5 days
  • Less than 7 days
  • Less than 14 days
  • Less than 21 days
4.7. Allow Creation of Client/Trust Payments/Transfers

If this setting is not ticked, then the user cannot make a Client Fund Payment or do a Client to Office transfer.

4.8. Allow User to Reverse Accounts Entries

If this setting is not ticked, then a User can not reverse any accounts entries such as receipts and invoices.

4.9. Allow User to Back-Date Accounts Entries

If this setting is not ticked, then a User can not add an Accounts entry with a date prior to today.

4.10. Allow User to Merge Accounts Documents

If this setting is not ticked, then a User can not merge or print any accounting document such as a Receipt or Invoice.

4.11. Allow Users to Approve Invoices

If this setting is not ticked, then the User can not change the status of an Invoice from anything other than Draft - Unapproved.

4.12. Allow User to Finalise Invoices

If this setting is not ticked, then the User can not change the status of an Invoice from anything other than Draft - Unapproved or Draft - Approved. The User can not set the Invoice to 'Final - Printed/Sent'.

4.13. Allow User to Approve Deposit Requests

If this setting is not ticked, then the User can not change the status of a Deposit Request from anything other than Draft - Unapproved.

4.14. Allow User to Finalise Deposit Request

If this setting is not ticked, then the User can not change the status of a Deposit Request to Final- Printed/Sent.

4.15. Allow Access to Bank Reconcilliation and Bank Statements

If this setting is not ticked, then the User can not access or make use of the Bank Reconcilliation tools.

4.16. Allow User to Undo Bank Reconciliations

If this setting is not ticked, then the User can not take the option to Undo Last Reconciliation from the Bank Reconciliation window.

4.17. Allow to Overdraw the Trust Account

If this setting is not ticked, then the User can not process a Client Fund Payment or a Client to Office Transfer unless there are sufficient funds in the Matter's Trust Account.

4.18. Allow to Release Transit Funds

If this setting is not ticked, then the User can not release funds that have been entered against a Matter as a Transit Fund.

4.19. Allow to Release Protected Funds

If this setting is not ticked, then the User can not release funds that have been entered against a Matter as a Protected Fund.

4.20. Allow User to Edit Billing Targets

If this setting is not ticked, then the User can not edit Billing Targets (Staff Targets)

5. Close

Once you have finished entering all of your relevant Accounts User Permissions, click 'Save & Exit' to finish.