Help › Administration

Users, roles and sign-in

Give each person who works on the books their own user. Mo Dokan then knows who entered or changed each voucher, and each person can do only what their role allows.

Add a user

Administration → Users (only the Owner sees it).
Type the Name, choose the Role and click Add User.
Select the user and click Set Password. A password must be at least 8 characters.

Users: Owner, Sunita (Accountant), Ravi (Data Entry) and CA Mohanty (Viewer), with Set Password, Deactivate and Delete at the top and Enable Security Control at the bottom — Administration → Users.

Deactivate stops a user without losing their name from the history. Activate brings them back.
Delete removes a user; the Owner can never be deleted.

What each role can do

Action	Owner	Accountant	Data Entry	Viewer
See reports and books	Yes	Yes	Yes	Yes
Create and alter masters	Yes	Yes	Yes	No
Enter and alter vouchers	Yes	Yes	Yes	No
Reconcile the bank	Yes	Yes	Yes	No
Print	Yes	Yes	Yes	Yes
Export (PDF, Excel…)	Yes	Yes	No	Yes
Cancel or delete vouchers	Yes	Yes	No	No
Approve held vouchers	Yes	Yes	No	No
e-Invoice, e-Way Bill, GST screens	Yes	Yes	No	No
Close the year, change valuation method	Yes	Yes	No	No
Branches, financial years, company settings, import	Yes	Yes	No	No
Users, Web Access, books freeze, re-open a closed year	Yes	No	No	No

The side menu shows each user only the screens their role can use. The voucher rules (enter, alter, cancel, delete, approve, close the year, e-Invoice) are checked again when the action is saved, so they cannot be got round.

Require a login (Security Control)

Until Security Control is on, the company opens without asking for a password. To require a user name and password every time:

On Users, select the Owner (or an Accountant).
Click Enable Security Control and set that user’s password. It becomes the administrator password.

TipIf you set a password for the Owner or an Accountant while Security Control is off, Mo Dokan offers to turn it on for you.

RuleAfter 5 wrong passwords in a row, that user cannot sign in for 15 minutes.

To turn it off, select the Owner or Accountant, click Disable Security Control and type their password.

CarefulSecurity Control asks who you are when the company opens. It does not encrypt the file. To protect the file itself, also set a data password.

Hold vouchers for approval

You can have vouchers entered by a Data Entry user checked before they reach the books (maker-checker):

Open the voucher type (List of Masters → Voucher Types) and set Vouchers need approval (entered by Data Entry) to Yes.
A voucher of that type saved by a Data Entry user is kept but not in the books: the status says waiting for approval.
The Owner or an Accountant opens More Reports → Pending Approvals, opens the voucher and clicks Approve. Only then does it count in the reports.