Role & Access Matrix
Functional responsibilities by role — no personal names, only roles and functions.
| Role / Function | Area | Access | Encoding | Review | Approval | Related Forms |
|---|---|---|---|---|---|---|
| President / CEO | Office of the President | Full | — | Strategic | Top-level approvals | Financial Statements |
| VP for Finance | Finance | Full | — | Finance-wide | Major financial transactions | AP PaymentDirect PaymentFinancial Statements |
| VP for Admin | Administration | High | — | Admin operations | Admin disbursements | Direct Payment |
| VP Marketing / Sales | Sales & Marketing | High | — | Sales pipeline | Major sales orders | Sales Order |
| VP Customer Experience | Customer Experience | High | — | Service delivery | Service milestones | Delivery Receipt |
| VP Technology / Implementation | Technology | High | — | Implementation | Technical milestones | Delivery Receipt |
| Sales Manager / Supervisor | Sales | Medium | — | Sales Orders | Sales Order, AR Charge Invoice | Sales Order |
| Finance Manager / Chief Accountant | Finance | High | — | All finance docs | AP Invoice, Collection Receipt, GJ | AP Invoice - Goods/ServicesCollection ReceiptGeneral JournalBank Reconciliation |
| Operations / Department Manager | Operations | Medium | — | Procurement | Purchase Orders | Purchase Order |
| Warehouse Manager / IT Head | Warehouse / IT | Medium | — | Receiving, Inventory | Receiving Report, Stock Adjustment | Receiving ReportStock Adjustment In/OutReclass |
| Technical Lead / Project Manager | Implementation | Medium | — | Service delivery | Delivery Receipt | Delivery Receipt |
| Sales Personnel | Sales | Operational | Sales Order | — | — | Sales Order |
| Procurement Officer | Procurement | Operational | Purchase Order | — | — | Purchase Order |
| Warehouse Personnel | Warehouse | Operational | Receiving Report, Transfer Receipt, Reclass | — | — | Receiving ReportTransfer ReceiptReclass |
| Warehouse Custodian / Clerk | Warehouse | Operational | Stock Adjustment | — | — | Stock Adjustment In/Out |
| IT Support | IT | Operational | Receiving Report (services) | — | — | Receiving Report |
| Billing Clerk / Accountant | Finance / Billing | Operational | AR Invoice, AR Charge Invoice | — | — | AR InvoiceAR Charge Invoice |
| AP Clerk / Accountant | Finance / AP | Operational | AP Invoice (Goods/Standard) | — | — | AP Invoice - Goods/ServicesAP Invoice - Standard |
| General Accountant | Finance / Accounting | Operational | General Journal, Bank Reconciliation | — | — | General JournalBank Reconciliation |
| Cashier / Collection Clerk | Finance / Cash | Operational | Cash Invoice, Collection Receipt, Customer Advance | — | — | Cash InvoiceCollection ReceiptCustomer Advance Payment |
| Disbursement Officer / Cashier | Finance / Disbursement | Operational | AP Payment, Direct Payment | — | — | AP PaymentDirect Payment |
| Petty Cash Custodian | Finance | Operational | Petty Cash Replenishment | — | — | Petty Cash Replenishment |
| Requesting Employee / Custodian | Various | Operational | Cash Advance Liquidation | — | — | Cash Advance Liquidation |
| Finance Supervisor | Finance | Medium | — | AR/AP/Cash docs | Customer Advance, AR Invoice | Customer Advance PaymentAR InvoiceAR Charge InvoiceCash Invoice |
| Designated Approver | Various | Medium | — | Petty cash, adjustments | Petty Cash, Stock Adjustment, Reclass | Petty Cash ReplenishmentStock Adjustment In/OutReclass |
| Authorized Signatory / CFO | Finance | Full | — | Disbursements | AP Payment, Direct Payment | AP PaymentDirect PaymentFinancial Statements |
| Receiving Warehouse Personnel | Warehouse | Operational | — | Inbound transfers | Transfer Receipt acknowledgement | Transfer Receipt |
| CFO / Company Directors | Executive | Full | — | Financial Statements | Financial Statements | Financial Statements |