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Getting Started with Accounting

Accounting Roles and Permissions

Assign roles and permissions to Realm Accounting users just as you would any other user.

Only users assigned with an accounting role have access to Realm Accounting, and anyone assigned to a role is only given access to certain areas. Accounting administrators, periodically check your list of Accounting users to make sure all who need access have it.

If you're assigned to a role with limited permissions and require additional or other access, contact your administrator.

Accounting roles are broken up into four primary functions:
Accounting Administrator
This person has complete oversight into Realm Accounting, establishes settings, and performs some or all of its functions. The accounting administrator has full access to all accounts and Realm Accounting functions.
Tip: If you add or edit an accounting administrator to an Accounting-only site, select Manage Users to elevate their permissions further so they can manage accounting users as well. Realm Accounting sites that connect to Realm won't have this option since accounting administrators have elevated rights already.
Accounting Oversight

This person has complete oversight into most of Realm Accounting but doesn't perform certain functions. The accounting oversight role has full access to budgets and reports for all accounts. This role has view access to all accounts and Realm Accounting functions except period closing, bank reconciliation, and tax forms.

Accounting Specialist
Customize this role depending on the functions you want this person to perform.

  • General Ledger

    • Full access to transaction entries, ledger reports and queued checks, account inquiry, and vendor details
    • View access to ledger setup functions
    • Optional access to vendor management, posting and voiding transactions, bank reconciliation, and closing the month
  • Accounts Payable
    • Full access to invoice entries and payments, vendor details and reports, and 1099s
    • View access to ledger setup functions
    • Optional access to vendor management
Bank Reconciliation

This person performs bank reconciliations for the church. This role has full access to bank reconciliation and reports. It has view access to ledger setup functions and account inquiry.

Assign Accounting Permissions

Grant accounting permissions to people with or without a profile in Realm Accounting.

  • You must be a system administrator to add the first accounting administrator.

  • From there, the accounting administrator will add all remaining accounting users.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Users.
  2. Click Add Accounting User.
  3. Enter the name of the person you want to assign permission to.
    1. If they already have a Realm account, their email address will fill automatically.
    2. If they do not have a Realm profile, click Add Profile as you enter their name. Complete their profile information. Realm Accounting will use their email address to notify them to sign in.
    3. If they do not have a Realm account but have a profile, enter their email address if it isn't already available. Realm Accounting will use their email address to notify them to sign in.
  4. Click Add & Assign Role.
  5. Select the role you want the user to take.
    Tip: If you add an accounting administrator to an Accounting-only site, select Manage Users to elevate their permissions further so they can manage accounting users as well. Realm Accounting sites that connect to Realm won't have this option since accounting administrators have elevated rights already.
  6. For added security, select Require Two-Step Verification.
    This individual must use two-step verification when they sign in.
  7. Click Assign Role.

Require Two-Step Verification for an Accounting Role

Require two-step verification for any or all accounting roles.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Users.
  2. In the box labeled Two-Step Verification, click Manage.
  3. Select the roles that require two-step verification.
  4. Click Save.
Anyone assigned to the roles you selected must use two-step verification when they sign in.

Edit an Accounting User

If a financial user's role changes, edit their permissions.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Users.
  2. Click the ellipsis icon next to the Realm Accounting user, and select Edit.
  3. Select the new role you want them to have.
    Tip: If you edit an accounting administrator on an Accounting-only site, select Manage Users to elevate their permissions further so they can manage accounting users as well. Realm Accounting sites that connect to Realm won't have this option since accounting administrators have elevated rights already.
  4. For added security, select Require Two-Step Verification.
    This individual must use two-step verification when they sign in.
  5. Click Assign Role.

Delete an Accounting User

Revoke someone's Realm Accounting permissions.

If someone has moved to a position outside of the financial department, delete them to revoke their Realm Accounting permissions.

  1. In the top-left corner, click your ministry hub then Accounting. Then click Users.
  2. Click the ellipsis icon next to the accounting user, and select Delete.
  3. To confirm, click Delete.
Accounting Administrator
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Getting Started
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Last updated: July 16, 2024