Accounting Responsibility
With Accounting Responsibility, you define which invoice profiles an accountant is allowed to view and reconcile expenses and invoice documents for. This ensures that each accountant only sees the documents of the companies or profiles they are actually responsible for.
When is this useful?
If your organization has multiple accountants responsible for different subsidiaries or invoice profiles, this prevents anyone from viewing documents outside their area of responsibility. It covers users, bookings, tickets, expenses and billing documents.
How to set up a responsibility
- Open the user profile of the relevant person.
- Assign the Accountant role to the person. The Accounting Responsibility field will then appear.
- In the field, select one or more invoice profiles the accountant should be responsible for. You can add multiple profiles.
- Save your changes.
Effect of the responsibility assignment
Once a responsibility is set, it takes effect as follows:
- Users: In the User area, the accountant only sees users belonging to the assigned invoice profiles. Users who are not assigned to any invoice profile remain visible to every accountant.
- Bookings and tickets: When the accountant opens a user, All Bookings for [Name] only shows that user's bookings and tickets from the assigned invoice profiles. Bookings, tickets and Travel policy, User Settings & Restrictions of users outside their responsibility cannot be opened, not even through a direct link.
- View and filter: In the Reconciliation and the accounting Overview, the accountant only sees the receipts of the assigned invoice profiles – the filter also shows these profiles exclusively.
- Pending billing documents: The Pending billing documents (for unbilled bookings) list and its CSV Download only contain entries from the assigned invoice profiles.
- Reporting and statistics: Reporting under Bookings & Stats is no longer available to the accountant. These always cover the whole organization and cannot be split cleanly per invoice profile.
- Notifications: Only accountants responsible for the respective invoice profile are notified about open accounting reviews. Accountants responsible for other profiles no longer receive notifications about those expenses.
If no profile is selected, the accountant sees all data of the organization and is notified about all expenses.
Every accountant always keeps access to their own bookings and data.
Important: If your accountant needs access to Reporting, leave the Accounting Responsibility field empty. With a responsibility set, that access is removed.
Frequently asked questions
Why can I no longer see certain users?
Those users belong to an invoice profile you are not responsible for. Users without an invoice profile stay visible to every accountant.
Why do I see users without an invoice profile?
These users cannot be assigned to any area, so they stay visible to every accountant.
Why can I no longer find Reporting and Stats & Reporting?
These cover the whole organization. As soon as a responsibility is set, access to them is removed.
How do we give an accountant the full overview again?
Remove all invoice profiles from the Accounting Responsibility field. The accountant then sees all data of the organization again.
Can an accountant be responsible for several invoice profiles?
Yes. They then see the data of all assigned profiles.
Can I still see my own bookings?
Yes. Your own bookings and data are always visible to you.
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