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Administration

User Management

Create individual accounts, enable the right companies, and grant only the access each person needs.

Jhapu DocumentationUpdated 31 August 2026

System User menu

The System User menu is available only to administrator users. It is the central place for managing users and their access.

Example System User menu available to a Jhapu administrator
Example only: the System User menu is shown to administrators, not normal users.
  • Create New User: create an individual account for a new user.
  • View/Search User: find an existing user and review or edit their details.
  • Manage User Roles: manage roles and the permissions associated with each role.
  • Assign Companies to User: control which companies are enabled for each user.
  • User Activity/Log: review recorded user activity and log entries.

Users and company access

Users can see all companies in the tenant, but only companies assigned to them remain enabled for their work. A new tenant normally starts with one company created during setup.

Example User Company Access screen with Cash at User ledger configuration
Example only: enable a company for the selected user, then configure the Cash at User ledgers when required.
  • Use an individual account for each person; do not share passwords.
  • Assign only the companies required for that person’s work.
  • Review access when responsibilities change or a user leaves.
  • Use Change Password immediately if credentials may have been exposed.

Review user activity and snapshots

User Activity/Log records activity with its timestamp, user ID, description and IP address. Use it to understand what action was performed and when.

Example User Activity Log with an activity snapshot displayed after selecting View
Example only: clicking View opens the saved snapshot for that activity, so an administrator can review the record state associated with the log entry.
Use View to inspect the recorded state

Click View beside a log entry to display its snapshot. The snapshot helps an administrator investigate the state that was captured for that recorded activity.

Cash at User for voucher posting

Cash at User lets an administrator select the ledgers a user will use when posting vouchers. This makes it possible to keep a user’s cash posting connected to the appropriate main ledger and sub-ledger.

  1. 01
    Select the user

    Choose the user whose company access and voucher posting setup you want to manage.

  2. 02
    Enable the company

    Select the company in which the user should be allowed to work.

  3. 03
    Configure Cash at User

    Select the Cash at User main ledger and the appropriate Cash at User sub-ledger.

  4. 04
    Save and verify

    Save the configuration, then verify voucher posting with the intended user and company.

Managing detailed module permissions

In User Role Management, select the user whose permissions you want to review. The permission grid lets an administrator manage Create, Edit, Basic Update, Delete and View access for individual modules.

Example Jhapu User Role Management permission grid
Example only: select a user, optionally select a company, then review the module-level access available in that company context.
When to select a company

Company selection is optional for the core built-in modules. If no company is selected, Jhapu shows those core modules. Select a company when managing permissions for custom modules created for that company.

Basic Update: limited editing without reposting

Basic Update is a separate permission for carefully selected descriptive fields. It lets a user correct permitted information without opening the full Edit workflow or changing accounting, stock, GST, totals, approvals or line-item data.

  1. 01
    Enable Basic Update for the module

    Select the Basic Update checkbox in User Role Management. If the module supports it, Jhapu opens the field-selection dialog.

  2. 02
    Choose the permitted fields

    Select only the safe fields that this user may change. At least one field is required.

  3. 03
    Save the permission

    Jhapu stores the Basic Update grant and its field allowlist independently from normal Edit permission.

  4. 04
    Use Update Basic from the list

    The user receives a restricted form containing only the fields allowed by the administrator.

Basic Update is intentionally narrow

It supports safe text, fixed-choice and date fields configured for Basic Update. Lookup, calculated, sequential, key, system and financial-year fields are excluded. Grant normal Edit permission when the user must change the complete transaction.

User Access Report

Use the User Access Report to review a user’s effective module permissions for the selected company context. It provides a clear matrix of Create, Edit, Basic Update, Delete and View rights across the available modules.

Example Jhapu User Access Report showing module-level Create, Edit, Delete and View permissions
Example only: the access report provides an at-a-glance view of a user’s module permissions.
Review before assigning responsibility

Use this report to confirm that the user has only the permissions required for their role, particularly before enabling access to sensitive accounting or administration modules.

User Ledger Access

User Ledger Access controls which main ledgers and sub-ledgers a user may work with in a selected company. Administrators can grant access to every ledger or choose individual ledger records.

Example Jhapu User Ledger Access page with main and sub-ledger selection panels
Example only: choose all ledgers or select the main and sub-ledgers available to a user.
  • Give access to all ledgers: enable this option when the user should have access to every available ledger.
  • Main Ledgers and Sub Ledgers: use the individual checkboxes or Select All controls for a more limited assignment.
  • Search ledgers: quickly locate a ledger in a larger chart of accounts.
  • Save Ledger Access: save the selected access after review.
Next guideCompany Management →