1. Dashboard Company Settings Controlled Online Accounting

2. The Dashboard The first page a user sees when logging on to SafeBooks is the Dashboard. From here, the user can change their password, access company details or their time and expense reports, if they have been assigned the appropriate permissions. The Dashboard shows tasks awaiting the user, including purchases, expenses, or sales to be approved, and “quick links” to access those forms. Users with access to financial reports will find a financial summary on the Dashboard, highlighting month-to-date and year-to-date sales and expenses. Users with Administrator permissions will find an Authority matrix on their Dashboard, showing all the users in the system and the permissions and purchase approval limits they have been granted.

3. Company Details Company Details are accessible by users with Administrator permission and are (normally) rarely modified after the initial setup. Company details include the logo shown on every page of the company’s SafeBooks account and appearing on customer invoices, the departments used in the budgeting and recording of sales and expenses, and Company Settings (see next page). Departments are optional, allowing a company to track sales and expenses by profit or cost center. This is often useful for managing the company and monitoring performance of individual teams or responsibility centers.

4. Company Settings Company Settings are part of Company Details are accessible by users with Administrator permission and are (normally) rarely modified after the initial setup. Company settings include the toggling of email notifications designed to keep administrators aware of changes to user accounts, vendor accounts, customer accounts, and adjustments to financial statements. Company settings also configure the system to send (or not send) an email notification to approvers when a new sales invoice or expense is ready for their approval. Also found in Company Settings is control over what information appears on customer invoices, determining whether or not the company address, email, logo, website or phone number is shown on printed or emailed invoices.

5. User Roles Users roles are modified from the Employees tab, and can only be accessed by users with the Administrator permission. User roles are easy to set and rarely modified. They control the access a user has to functionality in the system and can either protect the company from fraud or expose the company to fraud. Advice from a CPA in establishing roles can help protect a company from fraud. To maintain the integrity of the system and to protect against fraud, we recommend that only one person be given the Administrator permissions, and that this person is either the key stakeholder (e.g., the owner or President) or not involved in the daily accounting (e.g., the human resources director).

6. Authority Matrix The Authority matrix is a summary view of the users and their roles in the system. This matrix is only visible to users with Administrator permissions, and is seen on their Dashboard and Employee Main Page.