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A reference guide to the Frappe permission mechanisms behind ERPNext — roles, perm levels, User Permissions and the accounting controls that keep sensitive data and financial records locked down.
36 checks · 7 sections
ERPNext inherits its entire permission model from the Frappe Framework it runs on — roles, DocType permissions, permission levels, User Permissions and sharing are all Frappe features, layered under ERPNext's own accounting controls. This is a reference, not a form: each item names a real mechanism and explains why it matters, so your team and your implementation partner can walk the same map when hardening access. Use it to review who can see, edit, submit and cancel what — and to make sure your financial records are governed, not just accessible.
Roles map to job functions, not people + 4 more
Manage access in the Role Permissions Manager + 5 more
Understand perm levels group fields + 3 more
Use User Permissions to scope users to records + 4 more
Freeze accounting periods once closed + 5 more
Enforce individual named logins + 4 more
Schedule periodic access reviews + 4 more
All 36 checks across 7 sections as a clean branded Excel — each item with the guidance for why it matters, ready to share with your team. Free, no email required.
Yes. ERPNext is built on the Frappe Framework, and the entire permission model — roles, Role Profiles, DocType permissions, permission levels, User Permissions and Share — is provided by Frappe. ERPNext then adds its own accounting-governance controls on top, such as frozen accounting periods and per-account freezing.
Roles control which DocTypes a user can act on and how (read, write, create, delete, submit, cancel, amend). Permission levels (perm levels) protect individual fields within a DocType by role, so only certain roles can see or edit sensitive fields like cost or salary. User Permissions restrict which specific records a user can access, based on a Link field value such as Company or Warehouse. Most secure setups use all three together.
Set an 'Accounts Frozen Upto' date (on the Company in newer versions) so entries on or before it are blocked, and assign the 'Frozen Accounts Modifier' role only to senior finance so they alone can post in the frozen range. Close periods with a Period Closing Voucher, and keep Delete permission off finance roles so users cancel and amend rather than hard-delete, preserving the audit trail.
As few people as possible. System Manager can manage users, roles and permissions and should be an administrator-only role, never a daily login. The built-in Administrator bypasses most permission checks, so use it only for initial setup, secure its password, and do everyday work under named, role-scoped accounts for a clean audit trail.
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Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011