Roles and access
Who may do what.
Every employee holds one role or more. The role decides which screens open, and in a business with many outlets or warehouses, the location can be limited.
Built-in roles
The business owner gives each employee one role or more. On certain plans the owner can also create a custom role from one of these roles.
| Role | Permissions | Limited by location | Approval limit |
|---|---|---|---|
| Outlet Cashier | Make sales, Void receipts, Refund, Give discounts, Kitchen screen | Yes (Outlet) | None |
| Warehouse / Stock | Kitchen screen, View stock, Stock adjustment, Warehouse transfers, Kitchen ingredients and production, Production and toll processing, Manage products and warehouses, Manage menu and recipes, Delivery orders | Yes (Warehouse, Outlet) | None |
| Sales | View stock, Quotations and invoices | No | None |
| Sales Manager | Make sales, View sales, Void receipts, Refund, Give discounts, Approve voids and refunds, Kitchen screen, View stock, Kitchen ingredients and production, Manage menu and recipes, Quotations and invoices, Purchasing, Manage outlets, tables, and rental rates, Approvals, Outlet daily status | Yes (Outlet, Warehouse) | Rp100,000,000 |
| Purchasing | View stock, Stock adjustment, Warehouse transfers, Production and toll processing, Manage products and warehouses, Purchasing | No | None |
| Production Head / Rice Mill | Warehouse transfers, Production and toll processing, Approvals | Yes (Warehouse, Outlet) | Rp100,000,000 |
| Finance (Full) | View sales, Delivery orders, Receive payments, Pay suppliers, Expense, Cash, bank, and journals, View profit and loss, Financial reports, Tax | No | None |
| Finance: Money In | Receive payments, Financial reports | No | None |
| Finance: Money Out | Pay suppliers, Financial reports | No | None |
| Finance Staff | Receive payments, Pay suppliers, Expense, Financial reports | No | None |
| Expenses | Expense | No | None |
| Tax | Financial reports, Tax | No | None |
| Human Resources & Payroll | Employees and payroll | No | None |
| Director | All permissions | No | No limit |
| Commissioner (Owner) | All permissions | No | No limit |
| System Admin | Manage users and roles, Settings, backups, license, and subscription | No | None |
Everyday permissions
Scope shows whether the permission applies per outlet, per warehouse, or to the whole business.
Cashier and tables
| Permissions | Notes | Scope |
|---|---|---|
| Make sales | Open and close shifts, sell at the cashier, table bills, reservations, and rentals. | Per outlet |
| View sales | Drawer, shift, and receipts of all cashiers, rental occupancy, and the Oversight Report. | Per outlet |
| Void receipts | Your own receipts always need approval from someone else. | Per outlet |
| Refund | Your own receipts always need approval from someone else. | Per outlet |
| Give discounts | Apply discounts that the owner has set up. | Per outlet |
| Approve voids and refunds | Approve voids and refunds of other cashiers at their location. | Per outlet |
| Outlet daily status | Mark menus sold out, tables closed, and opening hours for today. | Per outlet |
| Kitchen screen | See orders and mark them as served. | Per outlet |
Stock and kitchen
| Permissions | Notes | Scope |
|---|---|---|
| View stock | Stock, stock cards, lots, movements, and inventory losses. | Per warehouse |
| Stock adjustment | Adjustments and stock counts. | Per warehouse |
| Warehouse transfers | Move goods between warehouses. | Per warehouse |
| Kitchen ingredients and production | Incoming ingredients, cash purchases, kitchen production, and recording waste. | Per warehouse |
| Production and toll processing | Production, production output, and toll processing. | Per warehouse |
| Manage products and warehouses | Add and edit products, categories, warehouses, and mills. | Whole business |
| Manage menu and recipes | Menu, menu options, photos, and recipes. | Whole business |
Sales and purchasing
| Permissions | Notes | Scope |
|---|---|---|
| Quotations and invoices | Customers, quotations, invoices, credit notes, delivery requests, and price lists. | Whole business |
| Delivery orders | Create and receive delivery orders from the warehouse. | Per warehouse |
| Purchasing | Suppliers, RFQs, purchase orders, goods receipts, and purchase returns. | Whole business |
| Manage outlets, tables, and rental rates | Outlets, table layout, rental rates, and online ordering. | Whole business |
Approvals
| Permissions | Notes | Scope |
|---|---|---|
| Approvals | Approve documents up to the amount limit set by the directors. | Outlets and warehouses |
Money and reports
| Permissions | Notes | Scope |
|---|---|---|
| Receive payments | Customer payments and advances. | Whole business |
| Pay suppliers | Supplier bills, payments, freight costs, and production costs. | Whole business |
| Expense | Record expenses and depreciation. | Whole business |
| Cash, bank, and journals | Journals, accounts, cost centers, reconciliation, loans, investments, assets, and prepaid expenses. | Whole business |
| View profit and loss | Profit and loss, profit per product, per outlet, and per department. | Whole business |
| Profit of own outlet | Outlet profit at its location. Salary, PPh 21 allowance, and BPJS are combined into one line. | Per outlet |
| Financial reports | Balance sheet, cash flow, general ledger, receivable and payable aging, free-form reports, calendar. | Whole business |
Tax and employees
| Permissions | Notes | Scope |
|---|---|---|
| Tax | VAT, income tax, PB1, Coretax files, and tax payments. | Whole business |
| Employees and payroll | Employee data, attendance, and preparing payroll. | Whole business |
Protected permissions
These permissions can never be put into a custom role.
| Permissions | Notes |
|---|---|
| Manage users and roles | Add users and set their roles. |
| Settings, backups, license, and subscription | Business settings, data backups, license, and subscription. |
| Unlimited approvals and approval rules | Approve financial documents without limit and set the approval flow. |
| Period lock and journal date changes | Lock accounting periods and change journal dates. |
| Cashier discount rules | Set the discounts that cashiers may apply. |
| Director summaries, dashboard, contracts, and audit trail | Summaries for directors, dashboard, contracts, and audit trail. |
| Synchronization and background jobs | Synchronization between devices and background jobs. |
| Nawasena vendor access | Publisher, implementation, and module screens for the vendor. |
Rules that always apply
- Only the owner (Commissioner) creates and changes roles.
- The admin manages settings and users, but does not see business data.
- Location limits are enforced on the server in every query, not only hidden on screen.
- People who existed before location limits stay at All locations until the owner narrows them.
- A receipt you made yourself cannot be cancelled or returned without approval from someone else.
- The support team signs in only after the owner allows it for 24 hours, and every action is recorded.
Matrix version: 6.