How to give each user the right profile

What is it for?

The profile decides what each person sees and can do: issue invoices, post entries, close periods, submit returns or only consult. One profile too many lets someone do what they should not; one too few hides the menus they need.

When to use it?

• When a new person starts using fiscaldoo.
• When someone changes role, for example starts submitting the returns.
• When a person says they cannot see a menu that their colleagues see.

Where to find it?

• One person: Settings › Users & Companies › Users, open the user, Profile tab.
• Several people at once: Settings › Users & Companies › Assign a profile.

Before you start

• You need access to Settings (database administrator). The steps were done with the administrator. No value of the Profile field (Administrative, Accountant, Certified accountant, Salary processor, HR manager, Management, Worker, Auditor) sees Settings.
• The user already exists, with a name and login email. To create one, click New in the Users list.

How to use it

1. Open Settings › Users & Companies › Users and open the user, for example Utilizador Exemplo.
2. In the Profile tab, choose a Profile: Administrative, Accountant (operates), Certified accountant (signs, closes periods), Salary processor, HR manager, Management, Worker or Auditor / statutory auditor. The screen explains: “Choosing a profile sets the right access groups. For something different, use “Advanced settings”.”
3. For an external auditor, also fill in Auditor access until with the date on which the access ends.
4. Click Save (cloud icon).
5. To see or adjust what the profile gave, open the Advanced settings tab and scroll down to the PT LOCALIZATION group. This is where you give an extra access that no profile in the step 2 list gives, for example Fiscal administration or Fiscal Submissions.

Expected result

On saving, the chosen profile sets these values of the PT LOCALIZATION group (seen in the demo, one profile at a time):

Profile (Profile tab)	PT Localization — Invoicing, accounting and tax levels	Others in the PT LOCALIZATION group
Administrative	Billing	none
Accountant (operates)	Accountant	none
Certified accountant (signs, closes periods)	Certified Accountant / Fiscal Manager	Fiscal officer (submits to the AT)
Management	none	Management
Auditor / statutory auditor	none	Auditor (only reads)
Salary processor, HR manager, Worker	none	none (they give the Payroll PT group: Payroll Processor, HR or Employee (portal-lite))

The levels of PT Localization — Invoicing, accounting and tax levels are No, Billing, Accountant, Certified Accountant / Fiscal Manager and Fiscal administration, and each includes the previous one. The field's help text (the “?” next to it) says what each does: Billing creates invoices, credit and debit notes and receipts, without journal entries or tax configuration; Accountant does journal entries, reconciliation and reports; Certified Accountant / Fiscal Manager does the year-end closing and the tax configuration and prepares the returns, but “on its own does not allow submitting returns to the Tax Authority: for that you need the “Fiscal officer” or “Fiscal Submissions” profile”; Fiscal administration has full access to the tax functions. No value of the Profile field gives Fiscal administration or Fiscal Submissions: the administrator has them, and anyone else only gets them here, as extra access.

At the next login, the person only sees the apps and menus of the profile. In the demo, Administrative does not have the Accounting app; Accountant has Accounting, but in the Configure menu only the journal entry templates and the banks; Certified accountant also sees Audit and the tax configuration.

Demo video

The video gives the Accountant (operates) profile to Utilizador Exemplo (step 3 is only for an auditor).

No telemóvel, rode-o para a horizontal e veja o vídeo em ecrã inteiro: o texto do ecrã fica legível.

Give a user the right profile · 27 s · sem som, com legendas · legendas (WebVTT)

Transcrição

Important notes

The Auditor must not change data

An auditor or statutory auditor only consults. Do not add to them, in Advanced settings, a profile that changes data. Today the user form lets you save Auditor (only reads) with Accountant without any warning (the new company wizard refuses it, the form does not). Check the PT LOCALIZATION group after saving. Pending validation by a certified accountant: incompatibilities of functions that the law imposes on the statutory auditor and the auditor.

• The Fiscal officer access is the one for whoever submits to the AT and comes with the Certified accountant profile. Give that profile (or only this access, in Advanced settings) to whoever has that responsibility in the company. Choosing another profile in the Profile tab removes it (the demo removed Fiscal officer when changing from Certified accountant to Administrative).
• The profile is per database; the companies the person can access are chosen in Advanced settings, Companies.
• Assign a profile does the same for several users: choose the Profile, the Users and click Apply.

Common problems

A user cannot see a menu

• Cause: their profile does not include that menu. For example, the Accountant generates the SAF-T but does not see Download file: How to generate the invoicing SAF-T file.
• What to do: check the profile in the Profile tab and the PT LOCALIZATION group of Advanced settings. If the person only needs that one step, prefer someone else with the right profile to do it, rather than giving them a higher profile.