Stop Sharing Passwords: How to Set Up User Access Rights in SQL Account

We have all been there. You log into your accounting software, pull up a customer’s account, and realize an invoice from last week has mysteriously vanished.

Or maybe someone on the team accidentally edited a reconciled payment, and now the month-end numbers are completely out of balance. When you ask the office what happened, nobody seems to know anything.

This usually happens for one of two reasons: either your entire team is sharing a single "Admin" login, or everyone has their own login but they have been granted full, unrestricted access to the entire system.

Leaving your financial database wide open is a massive headache waiting to happen. The good news? You don't need an IT degree to fix this. Here is a totally human, jargon-free guide on how to configure access rights in SQL Account so you can sleep a little better at night.

Why You Need a Access Control Hierarchy

Think about how your office actually operates. Your team members do very different jobs, so they should see very different things in the system.

• Data Entry & Admin Staff: They need to key in daily sales or purchase invoices. They absolutely do not need the ability to delete posted transactions, approve refunds, or view the company's master Profit & Loss statement.

• Sales Managers: They need more authority. They might need to override credit limits or view customer aging reports, but they have no business digging into payroll or sensitive supplier pricing.

• Business Owners / Finance Directors: You need the master keys to everything.

If you don't build proper boundaries, you are just asking for accidental data deletion.

How to Actually Set It Up (Step-by-Step)

SQL Account makes this incredibly visual. There is no coding involved—just a straightforward tick-box matrix.

Step 1: Create Individual Users First things first, everyone needs their own login.

1. Go to Tools > Maintain User.

2. Click New to set up a profile for your employee, give them a unique ID and password, and save it.

Step 2: Open the Control Matrix Now, let's dial in what they can actually do. Highlight the user you just created and click Edit. On the right side, click on the More button, then select Access Control.

This opens up the master checklist for your entire software.

Step 3: The "Tick and Untick" Rule Here is how the logic works: Tick the box to grant access, untick the box to block it. It is that simple.

Let's look at a very common real-world example. Let's say you have a new admin staff member, Amy.

• Blocking Deletions: You want Amy to be able to create and edit customer invoices, but you never want her to delete them. In the Access Control list, find the "Customer Invoice" row. You will leave "New" and "Edit" ticked, but you simply untick the "Delete" column. If Amy tries to delete a bill, the system will immediately stop her.

• Blocking Entire Modules: What if Amy shouldn't be touching the money at all? Scroll down to the "Customer Payment" row. You just need to untick the "Execute" column. This completely locks her out. If she tries to open the Customer Payment module, SQL Account will pop up a strict "You have no rights to access" warning.

A 10-Minute Fix for Total Peace of Mind

Taking just a few minutes to map out who can execute, edit, or delete specific documents completely eliminates the risk of accidental data disasters.

Grab a cup of coffee, list out what your staff actually needs to do their daily tasks, and then jump into your SQL Account settings and start ticking those boxes.

Need a hand locking down your system?

If setting up permissions feels a bit overwhelming or you want to ensure your financial data is fully secured, reach out to the Apscom Solutions team today. We help businesses configure bulletproof access hierarchies tailored perfectly to their operations!