Invoice Permissions Explained: GL Coding and Item Editing

Custom roles are built from individual permissions under Settings > Manage Roles.  Most are self-explanatory, but a few pairs look similar and behave differently.  

GL Code All Items vs. Only GL Code New Items

• GL Code All Items lets a user assign and change GL coding on any line item — including items that already have a code from a mapping rule or a previous invoice.

• Only GL Code New Items limits the user to coding items that do not have a GL assignment yet.  Existing codes are view-only for them.

Use the second one for clerks who should fill gaps without re-coding established mappings.

Edit Invoice Items vs. GL coding permissions

• Edit Invoice Items is about the item data itself — descriptions, quantities, prices, pack sizes.

• The GL coding permissions are about the accounting assignment on those items.

They are independent: a user can be allowed to fix a quantity but not change coding, or code items without being able to alter what was captured.

Quick reference: common invoice permissions

Role changes take effect at the user’s next page load.  If someone cannot see or do something they expect, check their role under Settings > Manage Users first, then the role’s permissions under Manage Roles.