Account-Based Finance Roles
===========================

With account-based finance roles, you can limit a user to the registration
transactions for a specific Account Code or group of Account Codes. These roles,
which you create, are then assigned to specific Account Codes. Users who are given
one of these roles will see only the registration transactions and Account Codes
associated with that role.

Use account-based finance roles whenever you want a user without the **Finance** role
to work with a defined subset of your Account Codes. Perhaps you want a ministry
assistant to see only the registration payments for Student Ministry events.

Three roles are required for a user to have this account-based access:

* **ManageTransactions** or **ViewTransactions**
* **AccountManager**
* the role you create for access to the Account Code(s)

Without **AccountManager**, the role assigned to the Account Code is ignored and the user
sees all Account Codes. Users with the **Finance** role are never limited by **AccountManager**.

Process
-------

Step 1
    Create the role that will allow access to the Account Code(s).

    Give the new role a meaningful name, for example ``StudentMinistryAccts``.

    .. seealso::
        :doc:`../Administration/Roles_Index` - :ref:`see this section <add-a-new-role>`

Step 2
    Assign the role to the Account Code(s).

    #. Go to `Finance > Setup > Account Codes`. This requires the **Admin** or **Finance** role.
    #. Find the desired Account Code and select the new role in the **Account Management Role** column. The change saves automatically.

    Each Account Code has only one Account Management Role, but several Account Codes can use the same role.

    .. note::
        A new Account Code is set to the **Access** role by default. Because almost every user has **Access**,
        every **AccountManager** user sees a new Account Code until you change its Account Management Role.

Step 3
    Ensure that the desired users have **ManageTransactions** (or **ViewTransactions**), **AccountManager**, and the new custom role.

What Is Available?
------------------

Those who have been given an account-based finance role will see only information for the Account Code(s) allowed by the role in the following places:

* The `Finance > Search > Transactions` page and its export. See :doc:`TransactionsNew`.
* The **Accounting Code** drop down on an Involvement's `Registration > Fees` tab.

.. note::
    + If none of the user's roles is the Account Management Role on any Account Code, the user sees no registration transactions on the Transactions page.
    + The restriction does not apply to the **Account Code** drop down on Registration Forms or to the legacy Transaction Log page.

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| **Latest Update**  |   **10/21/2026** |
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