Imagine it’s a busy Monday morning, and you’ve just hired a new assistant to help with daily data entry. You want them to be able to record sales, but you certainly don’t want them view or accidentally modifying the "Retained Earnings" or "Inventory Value" accounts while navigating the system.
This is where Access Types in the Chart of Accounts become your best friend. By setting specific permissions, you can ensure your team has the tools they need to work efficiently without risking the integrity of your core financial structure. In this article, we’ll explore how to use these settings to safeguard your ledger.
I. Create new Chart of Account (COA)
Step 1. Log in to Books App
Step 2. Navigate to COA - Accounts Menu
Then click Add button in the right corner
For example below we add a new COA named Nilai Persediaan (Inventory Value) with Confidential access type.
Then we have already input the balance for the Nilai Persediaan (Inventory Value) COA as the screenshot below.
II. Manage COA Access
We can manage COA access type for a privacy reason. Therefore, only user with the access that can view the COA.
Step 1. Navigate to User - Users Menu
Step 2. COA Access Type
Click on the user account
Change the access type to Public and click Submit
Step 3. Log in back
Log in using Yanz account
Step 4. Navigate to COA - Accounts Menu
Search the Nilai Persediaan (Inventory Value) COA
As you can see in the screenshot above. User can't view the Nilai Persediaan (Inventory Value) COA, due to access type restriction.
Properties Table
Access Type | Type |
Public | Lowest access type. User can only view COA with Public access type. |
Restricted | User can access COA with Public and Restricted access types |
Confidential | Highest access type. User can access all 3 levels of access types including: Confidential, Restricted, and Public |
Related Articles:
If you are new to our Books app. Please refer to the following article:
To learn more about sales transaction journals in Books. Please refer to the following article: Customer Invoice Journal
To learn more about purchase transaction journals in Books. Please refer to the following article: Supplier Bill Journal
DealPOS is an online point-of-sale (POS) application specifically designed for retail businesses in categories like Fashion, Minimarkets, Electronics, Fresh Food, and Building Material Stores.
With DealPOS, you can manage both online and offline store inventory in real-time on a single platform. You can also sell through omnichannel (offline and online) as DealPOS integrates with marketplaces (Shopee, Tokopedia, TikTok Shop, Lazada) and instant web stores (Shopify and WooCommerce).
For more detailed financial book-keeping, Books App is available as a separate accounting application. In addition, stock counting becomes easier with the DealPOS Scanner App, which supports barcode scanning features.