User roles in ERPLY Books


In ERPLY Books companies have different user roles based on their specificity. Different roles come with different rights. In ERPLY Books, user roles are defined with user types. To open user roles, go to ‘’Settings -> Users’’ and in the opened page click on the yellow ‘’Add user’’ button.







You can choose between six different user types:

  • Can record (no access to settings and main reports) – has rights to add invoices, do transactions and import bank files. Can only see their own actions, cannot see reports
  • Debt collector (manages invoices and payments) – has accountant rights but doesn’t have deleting and main reports rights 
  • Organization accountant – has all rights, except adding users and managing rights
  • Organization admin – has all rights
  • Small business manager (invoices + all reports) – can add invoices and see reports but cannot modify the general configuration and transactions
  • Viewer – has access to reports but cannot change anything 

Because the administrator has all the rights, we recommend that you grant administrator rights to only one user in the company. In this case, you know for a fact that you can only assign rights to users through one person.





To see user privileges, double click on the user’s email. A list of rights assigned to the user will then open. You can add different privileges to selected users by adding or deleting checkmarks in front of the privilege boxes. 



There are three options for each operation performed in the software:

  • Edit – gives an opportunity to add and change invoices and documents
  • Show – gives access to see different reports but not to change, add or delete them
  • Delete – gives the rights to see and delete the documents but not to change and add them



Meanings of the user privileges




Rights to acts

Delete – Delete Invoice?Rights to look at and change invoices
Delete – Account?Rights to delete accounts in the chart of accounts. Only such an account can be deleted that doesn’t have any connections with transactions or invoices
Delete – Journal?Right to delete journals
Delete – Delete transaction row?Right to delete transaction rows
Delete – Delete invoice row?Right to delete invoice rows
Delete – Payments?Right to delete payments that are connected to invoices
Delete – Purchase and Sales Articles?Right to delete articles but those that are connected to some invoices can’t be deleted 
Delete – Contacts?Right to delete customers and suppliers
Delete – Projects?Right to delete projects that are not connected to invoices, employees or transactions
Edit – Settlement?Right to make settlements between different invoices
Edit – Synchronize Customers and Suppliers?Right to synchronize customers and suppliers between ERPLY Inventory and ERPLY Books
Edit – Account?Right to change accounts
Edit – Add Payrun?Right to edit rules in the payroll module
Edit – Import Transactions?Right to import transactions in the import module
Edit – Payroll Rules?Right to edit payroll rules in the payroll module
Edit – Timetables?Right to make changes to employees in the payroll module
Edit – Purchase Fixed Assets?Right to configure fixed assets
Edit – Reimbursement?Right to do reimbursements
Edit – Use Prepayment?Right to connect prepayments with invoices
Add – Create Payment File?Right to create payment files
Add – Payments?Right to add payments to invoices
Edit – Payments?Right to edit payments
Edit – System Accounts?Right to add new system accounts and delete existing ones. Right to change accounts that are connected to system accounts
Edit – Purchase and Sales Articles?Right to add new purchase and sales articles
Edit – New Price Offer?Right to create price offers
Edit – Purchase Invoices?Right to create purchase invoices
Edit – Correct Wrong Contacts?Right to correct contacts
Edit – Contacts?Right to add new contacts
Edit – Calculate Depreciation?Right to use the depreciation module
Edit – Sync with ERPLY POS & Inventory?Right to synchronize ERPLY POS and Inventory
Edit – Import Purchase Invoices?Right to import purchase invoices
Edit – Import Sales Invoices?Right to import sales invoices
Edit – Add Opening Balances?Right to add opening balances to accounts
Edit – Bank Import?Right to do bank imports
Edit – Projects?Right to change existing projects and add new ones
Edit – Sales Invoices?Right to edit sales invoices
Edit – Send E-mail?Right to use existing contact email
Edit – Tax Rates?Right to add new and change existing tax rates
Edit – Transactions?Right to add and change transactions that are connected to invoices
Settings – Attribute?Right to add general rules (payroll rules, ERPLY sync parameters etc.)
Settings – Verifier?Right to verify invoices in the verifying circle
Settings – Configuration?Right to change the configuration
Settings – ERPLY POS & Inventory Settings?Right to make changes in ERPLY POS & Inventory settings
Settings – Invoice Customization?Right to select an invoice template, add the logo and change the language
Settings – Users?
Show – Payroll Report?
Show – Comparative Report?
Show – Fixed Assets?
Show – Balance Sheet (12 Months)?
Show – Profit & Loss (12 Months)?
Show – Income Sheet?
Show – Trial Balances?
Show – Article Report?
Show – Article Report – Sales Invoice?
Show – Article Report – Purchase Invoice?
Show – Balance Sheet?
Show – Price Offers?
Show – Purchase Invoices?
Show – Cash Flow Statement?
Show – Customers & Countries?
Show – Customer Report?
Show – Journal Report?
Show – General Ledger?
Show – Money in and out?
Show – Debts in the Past?
Show – Debts in the Past?
Show – Open Payables?
Show – Cash Out?
Show – Project Report?
Show – Cash In?
Show – Report Generator?
Show – Account Balances?
Show – Open Receivables?
Show – Sales Invoices?
Show – Account Summary?
Show – Account Summary?
Show – Supplier Report?
Show – Supplier Report?
Show – Transactions?
Show – Sales Tax/VAT Report?



User roles: changing rights, projects and privileges


If you want to change user rights or projects, then you have to remove the authorization and add it again with the correct privileges. The admin has the right to remove user rights from other users. For example, if you want a user only to have the right to verify invoices, then the user role must be ‘’Accountant’’ and only the ‘’Settings -> Verifier’’ rights must be retained. 



External users


External users come to ERPLY Books from ERPLY Inventory. First, their status is shown as ‘’Pending’’. If you want to give a user rights in ERPLY Books, then activate the user with a click and press on the blue button ‘’Confirm’’. If you want to remove these user rights later, then click on ‘’Reject’’ and the user’s status will go back to ‘’Pending’’. Users with the status ‘’Pending’’ don’t have any rights in ERPLY Books.




User is only allowed to see specific customers


If you want to configure your ERPLY Books account so that users can only see specific customers assigned to them, you can configure this with a rule.

The need for this functionality might arise in a situation where a company employs a transport worker who delivers goods to a customer and the customers pay the same transport worker. The transport worker can then search for the customer with a specific keyword in ERPLY Books, open unpaid invoices and accept cash. 


How to configure this? 


To configure the rule, you need to open Configuration (Settings -> Configuration) and look up the heading ”User specific contact search”



Clicking on the “Manage” button will open the following window:



  • Invoice must be approved by? – you can select the user who will approve the invoice
  • Value – add here the keyword with which to search the customer 
  • IDs – the solution can be hardcoded to search for customer IDs

At the end, save the changes and refresh the page. 


The following video shows how to add and manage users in ERPLY Books Accounting: