ZN ERP
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Permission Keys & Roles

How permissions work in Access Setting, with sample role recipes for Counter Staff, Cashier, Stock Keeper, Accountant, Manager and Admin.

6 min read Updated Jun 2026   Reference

Permission keys

Every action in ZN ERP is gated by a permission key. Keys are organised by module and granted (or denied) per user — or, more efficiently, per role.

Permissions are managed under Administration › Access Setting — see How to Manage User Access for the step-by-step.

Permission groups

Within each module, permissions are split into the same standard verbs:

VerbWhat it unlocks
View Open the screen, view records and run reports. No data change possible.
Add Create new records / documents (requires View).
Edit Modify existing records (requires View).
Delete Permanently remove records — usually limited to admins.
Approve Approve draft documents (PO, Stock Adjustment, Production Order).
Post Convert a draft into a posted document (affects ledger / stock).
Cancel Void a posted document.
Print Send a document to the printer or export it to PDF.
Export Export grid / report data to Excel.
Override Bypass certain validations (negative stock, over-credit-limit, back-dated entry, etc.).

Sample role recipes

Counter Staff

Front-of-house, raising retail invoices and accepting payments only.

  • Sales Invoice — View, Add, Print.
  • Receipt — View, Add, Print.
  • Items — View (no Edit).
  • Customers — View, Add (no Edit beyond the basics).
  • Reports — Sales Day Book (View, Print).
  • Deny: anything in Accounts, HR, Setup, Utility.

Cashier

Counter staff plus end-of-day cash handling.

  • Everything in Counter Staff.
  • Payment Voucher — View, Add (petty cash only).
  • Cash Book — View, Print.
  • Day Closure — Add (close cash counter at end of day).

Stock Keeper

Handles receiving, transfers and physical counts.

  • Goods Receipt — View, Add, Print.
  • Stock Transfer — View, Add, Print.
  • Stock Adjustment — View, Add (Approve only for an authorised supervisor).
  • Stock Reports — View, Print, Export.
  • Items — View (no Edit).

Accountant

Books, banking and statutory.

  • All Accounts & Finance — View, Add, Edit, Post, Print, Export.
  • Bank Reconciliation — full access.
  • GST Reports — View, Print, Export.
  • Sales / Purchase — View, Edit (corrections), Cancel.
  • Day Closure — Add.

Manager

Approvals, reports, and oversight — no daily data entry.

  • All modules — View, Print, Export.
  • PO / Production Order / Stock Adjustment — Approve.
  • Reports & Analysis — full access including Special Reports.
  • Deny: Add / Edit / Delete in transactional modules.

Admin

The keys to the kingdom — ideally one or two people only.

  • All permissions on all modules including Delete and Override.
  • Administration & Setup — full access.
  • Utility — Backup, Restore, User Management.
  • Access Setting — the only role that can grant / revoke permissions.

Best practices

  • Use roles, not user-level overrides — grant permissions to a role, then assign users to that role. A user who changes job changes role; you do not have to re-grant 80 permissions.
  • Separate Approve from Add — the person raising a PO should not be the same person approving it. Use the Approve permission to enforce this.
  • Audit Delete — grant Delete to almost nobody. Most "deletes" should be Cancellations, which leave an audit trail.
  • Restrict Override — only senior staff should be able to override negative-stock or credit-limit checks. Otherwise the controls are theatre.
  • Lock backdated entry — grant Backdated Entry only to the accountant, and only for the period being closed.
Warning — never share an Admin login. Create one admin account per real person — the audit log only tells you who did what if logins are 1:1.