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User Roles, Permissions, Backups & Year-End Closing

Innoventry's System Administration and Security module provides tools to govern enterprise access control, enforce separation of duties between cashiers and accountants, safeguard business data through encrypted backups, and execute annual financial year closings.

1. User Groups & Role-Based Access Control (RBAC)

Prevents unauthorized access to sensitive financial data, profit margins, and administrative configurations by establishing permission groups.

  • Desktop Navigation: Setup > User Management > User Groups
  • Web / Mobile Route: /main/master/userGroups (or /main/master/users)

Standard Role Templates

  1. Cashier / POS Operator:
    • Allowed: Fast POS billing, hold/resume bills, customer lookup, thermal receipt printing.
    • Restricted: No access to purchase prices, financial profit & loss, balance sheet, or deleting historical invoices.
  2. Billing Clerk:
    • Allowed: Create sales invoices, quotations, delivery challans.
    • Restricted: Cannot edit master item tax rates or alter locked vouchers.
  3. Accountant:
    • Allowed: Full ledger access, payment vouchers, receipt collections, bank reconciliation, GST reports, and journal vouchers.
    • Restricted: Cannot modify user permissions or system-wide audit logs.
  4. Administrator / Business Owner:
    • Full, unconstrained administrative control across all financial and operational modules.

Granular Permission Configuration

  • In User Groups > Edit Permissions, expand functional modules (Sales, Purchase, Accounting, Inventory, Reports).
  • Set granular checkbox permissions for: View, Create / New, Edit, Delete, and Print / Export.

2. Supervisor Passwords & Approval Workflows

Enables operational flexibility at the billing counter while maintaining supervisory control over exceptions.

  • Desktop Navigation: Setup > Configuration > Approval Rules

Trigger Conditions for Supervisor Prompt

  • Exceeding Customer Credit Limit: Allows a cashier to complete a sale only after a supervisor enters their password.
  • Selling Below Minimum Rate: Prompts for supervisor authorization if an item's selling price is discounted below company cost.
  • Back-Dated Voucher Entry: Requires administrative authorization to post transactions into previously closed calendar months.
  • Invoice Cancellation or Modification: Requires manager approval before an already-saved tax invoice can be cancelled.

3. Database Backup & Disaster Recovery

Safeguards your company's critical commercial and financial records against hardware failure, ransomware, or accidental deletion.

  • Desktop Navigation: Tools > Backup Database

A. Manual Backup (1-Click)

  1. Navigate to Tools > Backup Database.
  2. Choose a destination folder (e.g., an external USB drive, network-attached storage, or cloud folder like Google Drive/OneDrive).
  3. The system generates an encrypted, timestamped archive (e.g., Innoventry_Backup_2026_10_14.dump).

B. Automated Daily Backup on Exit

  1. In Setup > Configuration > Backup Settings, check Auto Backup on Application Close.
  2. Specify the default backup folder and retain count (e.g., keep latest 30 backups).
  3. Every evening when the final operator exits Innoventry, the system automatically writes a clean database backup.

C. Database Restoration

  • In the event of a computer replacement or system crash, open Tools > Restore Database, select the latest .dump file, and restore the complete company profile with zero data loss.

4. Annual Financial Year Closing & Balance Roll-Over

Executed at the conclusion of each financial year (e.g., March 31st) to close the existing fiscal books and open the new fiscal year.

  • Desktop Navigation: Tools > Change Financial Year > Create New Financial Year

Step-by-Step Procedure

  1. Pre-Closing Verification:
    • Reconcile all bank statements through March 31st.
    • Perform physical stocktaking and adjust inventory discrepancies.
    • Ensure all pending delivery challans and purchase orders are audited.
    • Take a comprehensive database backup.
  2. Execute Year-End Roll-Over:
    • Open Create New Financial Year.
    • Enter the new Financial Year dates (e.g., 01-Apr-2027 to 31-Mar-2028).
    • Check Carry Forward Closing Balances:
      • Customer and vendor closing balances automatically become the Opening Balances of the new year.
      • Cash and Bank account balances roll over cleanly.
      • Inventory warehouse quantities and valuation rates transfer as the Stock Opening Balance.
      • Profit and Loss balances are transferred to the Retained Earnings / Capital Account.
  3. Reset Invoice Numbering Series:
    • In Setup > Configuration > Voucher Configuration, set new prefix formatting for the new year (e.g., changing prefix INV/26-27/ to INV/27-28/ starting from number 1).
  4. Click Complete Year End:
    • The new financial year becomes the active working year. Previous financial years remain accessible in read-only audit mode anytime.
User Roles, Permissions, Backups & Year-End Closing — Help | Innoventry