Roles and Permissions

Frappe controls who can open Frappe Books and what each user can do. You give access with roles.

Roles

Role	Use
Books User	For staff who record daily work, such as sales, purchases, payments, and stock.
Books Manager	For owners and accountants. A Books Manager can do all the work in Frappe Books, see the accounts and the financial reports, and change the settings.
System Manager	The administrator role of Frappe. It has all the rights of a Books Manager, and it can also edit forms in Customize Form.

A user can open Frappe Books only with one of these roles.

What Each Role Can Do

In this table, All means create, edit, submit, cancel, and delete. A dash (—) means no access.

Area	Books User	Books Manager and System Manager
Quotes, sales and purchase invoices, payments, shipments, purchase receipts, stock movements, POS shifts	Create, edit, submit, and cancel	All
Leads and item enquiries	Create, edit, and delete	All
Customers, suppliers, and addresses	Create, edit, and delete	All
Items, item groups, batches, and serial numbers	Create, edit, and delete	All
Journal entries	—	All
Accounts and the chart of accounts	—	Create, edit, and delete
Tax templates, price lists, pricing rules, coupon codes, loyalty programs, locations, number series	Read	Create, edit, and delete
Settings	Read	Edit
Print templates	Print	Create, edit, and delete
Accounting reports and GST reports	—	Read
Stock reports	Quantities	Quantities and values
Dashboard	Invoice cards	Invoice cards and charts
Setup wizard and Import Wizard	—	Use

Other Rules

Only a Books Manager can delete a quote, an invoice, a payment, or a stock document. A cancelled document stays as the record that it was cancelled.
Only a Books Manager sees the value of stock. A Books User sees the quantities, but not the valuation rate or the stock value.
The server fills the accounts of the documents that a Books User makes, such as the account of an invoice and the cash or bank account of a payment. A Books User does not see these accounts. To let a Books User pay into different bank accounts, make a payment method for each bank account.
When the POS is on, the Can Change Rate and Can Change Discount settings of the POS apply to all sales invoices, not only to POS invoices. Only a Books Manager or a System Manager can go past them on a normal sales invoice.

How Frappe Books Shows Permissions

Frappe Books shows only what your role allows:

The sidebar shows only the lists and the reports that you can open.
The Setup group shows only to users who can change the settings.
The dashboard shows only the cards and the charts for data that you can read.
The New button shows only when you can create that document. Actions that make a new document, such as Create purchase, also show only then.
Save, Submit, Cancel, and Delete show only when you have that right.
If you cannot edit a document, its fields are read only.
Quick Search shows only the records that you can read.

Add a User

Frappe Books does not have a page for users. A System Manager adds users in Frappe Desk:

Open https://<your-site>/app/user.
Click Add User, or open a user that exists.
Enter the email address and the name of the user.
In Roles, select Books User or Books Manager.
Click Save.

To change what a role can do, use the Role Permissions Manager at https://<your-site>/app/permission-manager. For more information, see the Frappe documentation on users and permissions.