Who can open accounting reports

Access to a report is decided by two things, and only two: whether the person belongs to the property, and whether you have given them the accounting permission the report needs. Whether they are an ordinary staff member, a property manager or a board member makes no difference.

Who can do this: anyone you have granted accounting access to on that property.

What changed

Some reports used to be reserved for property managers and board members regardless of what you had granted. Account Ledger and General Ledger were the clearest example: a staff member you had given both accounting permissions to still saw a permission error. That is gone. If you granted the access, the report opens.

The reverse is also now true everywhere. If you turn someone's accounting access off, they lose the report on screen and in every downloaded copy of it. Previously the check was applied when they viewed a report and skipped when they exported one, so somebody you had restricted could still get the same figures as a PDF or spreadsheet.

The two permissions reports use

• Accounting access is the floor. Without it a person sees no accounting report at all, in any format.
• View general ledger is required in addition for the reports that show individual transactions behind a figure: Account Ledger and General Ledger. Somebody without it keeps every summary report and loses only the transaction-level detail.

Both are on by default. You only need to act if you want to take one away from a particular person.

Generated documents follow the same rule

Statement batches, board packages and report exports are produced in the background and stored as files. Those files are now readable only by people who belong to the property and hold accounting access. Anyone else, including staff at other properties, cannot reach them.

If somebody cannot open a report they should be able to

Check, in this order:

1. Are they a member of that property? Someone removed from a property loses its reports immediately.
2. Is their accounting access on? Look at the property's permission screen rather than at their role.
3. For Account Ledger or General Ledger only, is view general ledger also on?
4. Is the property on a plan that includes the report? Some reports are part of a higher plan, and those show a lock rather than a permission error.

If all four are right and the report still refuses, that is worth reporting to us rather than working around.