Give each person the right access
Each organisation has a separate password-protected workspace. Manager/IT creates staff accounts, assigns roles and can suspend access when someone leaves.
Manager/IT manages the workspace and access. Accounts Officers record transactions. Senior Finance Officers review payment requests. HR manages personnel records. Viewers review available records and reports. Employees can see their own payslips.
Full bank and mobile wallet account numbers are restricted to Manager/IT. Other authorised finance roles see masked numbers. The bank register uses account details and does not ask for banking passwords or PINs.
Separate payment preparation from approval
The person who prepares a payment request cannot approve it. The Senior Finance Officer reviews the payee, purpose and amount before authorising the voucher.
- The preparer enters the payee, amount, date, account and reason, and links the related bill or payroll item where applicable.
- The reviewer approves the request or returns it with a reason. A material edit to an eligible approved request requires a fresh review.
- Once approved, the team can print the numbered voucher. The payment is posted after the actual payment is recorded.
Keep an audit trail for changes
Open Transactions to review a record and its history. For eligible edits, enter a reason. Merovan Books keeps the previous version. Paid vouchers cannot be edited.
For eligible cancellations or voids, submit a reason and have Manager/IT review the request. A pending request leaves the original accounting effect in place. An approved void removes the original effect from the accounts while retaining the history.
Lock a period after review
After month-end or year-end review, Manager/IT can set a lock date in Accounting setup. The lock blocks backdated postings and corrections in the closed period.
- Reconcile bank and wallet balances and review unpaid customer and supplier documents.
- Run the Trial balance, Profit or loss, Balance sheet, Cash flow statement and Accounting checks. Resolve any unexplained differences.
- Save the reports and make an encrypted backup, then set the lock date.
Protect backups and offline copies
Manager/IT can download a passphrase-protected backup of organisation records and settings. Keep the passphrase separate from the backup file. A restore creates a separate workspace, where staff access must be set up again.
On a trusted device, the optional encrypted offline workspace uses its own passphrase. It shows the last synced records and can hold eligible drafts. Sign in online to submit drafts for validation. Approvals and final posting require an internet connection.