Ledger permissions and states
Reference Ledger access, book roles, attachment boundaries, journal-entry states, fiscal-period progression, and report balance conventions.
Ledger combines a user-level service gate, organization authority, membership on an individual book, and the current record or period state. An available button means all relevant checks passed; a role alone does not override an incompatible state.
Service and book access
- Ledger must be enabled for the signed-in user.
- The user must belong to the relevant organization.
- Access to accounting records is scoped to an authorized book.
- An organization member without an explicit book assignment receives Viewer access. Higher book authority requires an explicit book role or organization-admin authority.
- Organization administrators can administer Ledger across the organization.
Book roles
| Role | Included work |
|---|---|
| Viewer | View the book and its accessible accounting records, and view or download attachments from that authorized book. |
| Fund Accountant | Create, edit, and attach supporting files to draft entries and recurring templates; post entries, import journal entries, export reports, and manage period-close work. |
| Fund Controller | All Fund Accountant work, plus reverse or void posted entries, manage periods and VAT, edit close templates, and reopen periods. |
| Admin | All controller work plus book administration. |
Roles are cumulative. Use the lowest role that supports the person’s actual responsibilities.
Journal-entry states
| State | Meaning | Available progression |
|---|---|---|
| Draft | Saved but not part of posted accounting history. | Edit or post when balanced and permitted. |
| Posted | Recorded in the ledger. | Reverse or void when permitted. |
| Reversed | A posted entry has been offset through the controlled reversal workflow. | Terminal. |
| Void | A posted entry has been invalidated through the controlled void workflow. | Terminal. |
Ledger preserves reversed and void history. Do not expect these actions to delete the record.
Attachment permissions and states
Attachments are scoped to their book. A person who can view that authorized book can view and download its journal-entry or recurring-template attachments. Creating or changing attachments follows the same elevated authority as creating or editing the associated entry or template.
| State | Attachment behavior |
|---|---|
| Queued upload | Up to 10 local files can be queued in one upload submission, with a maximum size of 25,000,000 bytes each. A later draft edit can add another submission. |
| Draft entry | An authorized editor can add or remove attachments. Removing one makes it unavailable from the entry. |
| Posted entry | Its evidence is frozen. An attachment can be viewed or downloaded, but it cannot be added, removed, or changed. |
| Recurring entry template | An authorized editor can add or remove attachments on the template. |
| Generated occurrence | The generated entry is a separate draft and does not inherit the recurring template's attachments. |
| Removed draft-entry attachment | It is no longer available to view or download; cleanup of the journal entry's unreferenced stored file happens separately. |
Attachments accept local files only. ZIP files are unsupported, and a dedicated cloud import is unavailable. Supported extensions are .pdf, .jpg, .jpeg, .png, .heic, .webp, .doc, .docx, .xls, .xlsx, and .csv.
Fiscal-period states
| State | Operational effect |
|---|---|
| Future | Prepared for upcoming activity but not yet open to the Journal entry UI. |
| Open | Normal entry creation and editing. |
| Soft closing | Preliminary close work; new entries and edits remain possible. |
| Soft closed | Preliminary close boundary; authorized users can reopen to Open. |
| Hard closing | Final close work; routine entry changes are no longer allowed. |
| Hard closed | Strong close boundary; an authorized controller can reopen to Open. |
| Locked | Final, immutable period; it cannot be reopened. |
The Journal entry UI creates and edits entries only in Open, Soft closing, and Soft closed periods; it rejects Future periods. Hard closing, Hard closed, and Locked prevent those writes, and Locked is final.
Browser state and bulk actions
The Journal entries browser stores search, filter, and sort state in the URL so a view can be reloaded or shared. Personal field, width, aggregate, and layout choices are saved separately for that browser.
Posting, reversal, and voiding are explicit accounting commands. Selecting all matching entries does not trust only what the browser rendered: Ledger resolves the same authorized book and filter again, then refuses the operation if the population changed.
Report balance conventions
| Report | Convention |
|---|---|
| Account ledger | Natural balance for the one selected account. Debit-normal accounts increase with debits; credit-normal accounts increase with credits. |
| Transaction history | Debit-positive arithmetic across accounts, even when filtered to one account. |
The same credit-normal activity can therefore display as positive in Account ledger and negative in Transaction history. Reconcile the entries and report convention, not only the displayed sign.
For task instructions, see Post entries, close periods, and run Ledger reports. For access or state failures, see Troubleshoot Ledger.