Bills Permissions and Roles
AccuArk's Bills Management module uses role-based access control (RBAC) to determine who can view, create, edit, pay, cancel, and manage bills. This guide provides a complete reference for all permissions, their assignments, and how they affect the user interface.
Permission Codes
The following permission codes control access to bills management features:
| Code | Display Name | Description |
|---|---|---|
| FIN_VIEW_BILLS | View Bills | Can view the Bills Browser and open individual bills for viewing |
| FIN_CREATE_BILL | Create/Edit Bills | Can create new bills and edit existing bill details |
| FIN_CANCEL_BILL | Cancel Bills | Can cancel bills, marking them as void |
| FIN_PAY_BILLS | Pay Bills | Can record payments, delete payments, and process credits |
| FIN_MANAGE_BILL_SCHEDULE | Manage Bill Schedules | Can create and manage recurring bill schedules |
| FIN_VIEW_REPORTS | View Reports | Can access the Bills Report and other financial reports |
Role Permission Matrix
The following table shows which roles have each permission by default:
| Permission | Super Admin | Location Admin | Manager | Employee | Accountant |
|---|---|---|---|---|---|
| FIN_VIEW_BILLS | Yes | Yes | Yes | No | Yes |
| FIN_CREATE_BILL | Yes | Yes | Yes | No | Yes |
| FIN_CANCEL_BILL | Yes | Yes | Yes | No | No |
| FIN_PAY_BILLS | Yes | Yes | Yes | No | Yes |
| FIN_MANAGE_BILL_SCHEDULE | Yes | Yes | Yes | No | No |
| FIN_VIEW_REPORTS | Yes | Yes | Yes | No | Yes |
Role Assignment Rationale
- Accountants can view, create, edit, and pay bills because these are core accounting tasks. However, they cannot cancel bills or manage recurring schedules, which are considered management decisions.
- Employees do not have any bills permissions by default. Bills management is a financial function that typically requires elevated access.
- Managers and above have full access to all bills features including cancellation and schedule management.
Menu Visibility
The main menu items for Bills Management are shown or hidden based on your permissions:
| Menu Item | Required Permission |
|---|---|
| Financials > Bills | FIN_VIEW_BILLS |
| Financials > Payment | FIN_PAY_BILLS |
| Financials > New Bills Schedule | FIN_MANAGE_BILL_SCHEDULE |
| Reports > Bills Report | FIN_VIEW_REPORTS |
The entire Financials menu is hidden if you do not have any of the bills-related permissions. If you have at least one permission, the Financials menu appears with only the items you have access to.
Form Access Control
Each bills form checks your permissions when it opens:
Bills Browser (frmBills)
Requires FIN_VIEW_BILLS. If you do not have this permission, the form displays an "Access Denied" message and closes.
Bill Form (frmBill)
Requires FIN_VIEW_BILLS to open and view. Additional permissions control specific actions within the form.
Payment Transaction (frmBusinessPaymentTransaction)
Requires FIN_PAY_BILLS. Without this permission, the form displays an "Access Denied" message and closes.
Recurring Schedule (frmBillsSchedule)
Requires FIN_MANAGE_BILL_SCHEDULE. Without this permission, the form displays an "Access Denied" message and closes.
Bills Report (frmBusinessBillsReport)
Requires FIN_VIEW_REPORTS. Without this permission, the form displays an "Access Denied" message and closes.
Button-Level Gating
Within each form, individual buttons are shown or hidden based on permissions:
On the Bills Browser
| Button | Required Permission |
|---|---|
| New Bill | FIN_CREATE_BILL |
| Refresh | Always visible |
| Recurring | FIN_MANAGE_BILL_SCHEDULE |
| Update All Bill Statuses | FIN_CREATE_BILL |
On the Bill Form
| Button/Control | Required Permission |
|---|---|
| Save and Close | FIN_CREATE_BILL |
| Save and New | FIN_CREATE_BILL |
| Cancel Bill | FIN_CANCEL_BILL |
| New Payment | FIN_PAY_BILLS |
| Delete Payment (context menu) | FIN_PAY_BILLS |
| FIN_VIEW_BILLS |
If you have FIN_VIEW_BILLS but not FIN_CREATE_BILL, you can open and view bills but the save buttons are disabled. The bill form effectively becomes read-only.
What to Read Next
- Getting Started with Bills Management — Overview of the entire module
- Canceling a Bill — Details on the cancellation workflow and permissions
- Recurring Bill Schedules Overview — Details on schedule management permissions