Managing User Access with Profiles


From Accounting V13 onwards, you are advised to use permission sets instead of user profiles to manage your users' privileges. See Managing User Access with Permission Sets for more details. Information about managing user access with profiles is retained for maintenance purposes.

A profile defines a user's permission to perform different functions within Salesforce and the Certinia applications.

To view or edit a profile, navigate to Setup and click Manage Users | Profiles.

We recommend that all profiles have the following base set of permissions: 

  • Standard objects: Accounts, Documents, Opportunities, Products, Price Books: Read
  • All the custom object permissions set on the supplied Read Only user profile.

The Certinia managed package includes five predefined custom user profiles: Accountant, Cash Entry Clerk, Sales Invoicing Clerk, Payables Clerk and Read Only.

If you use these custom user profiles, or if you mapped these custom permissions to your own profiles during installation, many of these settings are predefined.

You must ensure that the following settings are set appropriately on all profiles:

See the Salesforce Help for more information.

Record Types

Grant the following permission to all profiles that you want to be able to create new companies.

  1. From Setup, click Manage Users | Profiles then choose the profile.
  2. Scroll down to the Record Type Settings section.
  3. Click Edit next to the Companies record type.
  4. Add the "VAT", "GST", "Combined" and "SUT" record types to the Selected Record Types list.
  5. Set "SUT" as the default record type.
  6. Click Save.

View All Data Permission

Do not grant the View All Data permission on any profile that you want to use to enter, retrieve or modify Accounting data in a multi-company environment.


When testing your configuration settings and data setup, remember to switch to a user with standard accountant-level permissions or equivalent.

Do not test, or otherwise enter data into, the application while logged in as System Administrator. Also note that the same restriction applies to any profile with "Modify All" and "View All" object settings.