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224 votes
Hi everyone, thanks for the interest in this idea.
As you can appreciate, user roles span across the entire Xero product so there’s many combinations of permissions our customers want to see us build. Specifically, our reporting product team is very much aware of the challenges with the current permission sets relating to sharing individual reports with different users and are beginning to look into how we might be able to alleviate some of these reporting challenges.
However, at this stage it’s far too early to anticipate or confirm any direction on where this discovery work will lead, but it will inform our next steps. Additionally, as I'm sure you can appreciate there are sensitivities of data access and security. Creating upgrades to user permissions will need very careful consideration. As most will be across, the reporting team are leading up to retiring older versions of Xero’s reports on 31…
An error occurred while saving the comment An error occurred while saving the comment 
Lorraine Adams
commented
You'd like to think so, but seemingly not.
We just get to air our needs and views with each other in some kind of cathartic therapy session.
An error occurred while saving the comment Lorraine Adams
commented
Would it not be possible to set up mini / duplicate modules for each function eg. purchase ledger, with an appropriate selection of billing, aged creditors, day book reports etc? Surely this approach wouldn't interfere with the existing structure and it's clear inability to adapt. (Granted, I'm not a programmer on any level).
An error occurred while saving the comment Lorraine Adams
commented
Xero said years ago in the original forum, that this would not change 'in the forseable future', that it was a massive thing to do, as below...
....I understand the platform is set is stone, and the current structure of the reporting module is so far embedded that it would require a major overhaul to allow pick 'n' mix type access....
An error occurred while saving the comment Lorraine Adams
commented
"Purpose: Because in some organisation, only some people can only see the information for some reports."
Who wrote the above exactly?....My version, and more to the point would be .......
Purpose: Most accounting (& personal) information is confidential, and shouldn't be seen by all staff, at all levels, irrespective of their job rolls. Data protection even says data should only be available on a 'need to see' basis.
It's unfathomable that this access to 'all reports or no reports' concept made it off the cutting room floor in the first place. But I understand the platform is set is stone, and the current structure of the reporting module is so far embedded that it would require a major overhaul to allow pick 'n' mix type access.
Would it not be possible to set up mini / duplicate modules for each function eg. purchase ledger, with an appropriate selection of billing, aged creditors, day book reports etc? Surely this approach wouldn't interfere with the existing structure and it's clear inability to adapt. (Granted, I'm not a programmer on any level).
Our staff could then get on with their jobs, whilst managers & business owners get on with theirs, and the company would remain compliant with data protection laws.......Isn't it obvious?..
Xero has increased subscriptions considerably twice in the last two years, but with no genuinely useful improvements to the basic accounting functionality. But a lot more add-ons via partners that do all the legwork and all too often oversell lacking products in order to fund building something that might one day in the future actually deliver, if they make it in the overcrowded market place at all.
Ah yes - the effort of improving report access wouldn't directly generate any further income would it? But...I think Xero would get more clients. I am compelled to warn clients about this short falling in the software and at least half of them choose other software, with only 'one man band' type clients proceeding as they don't have other people accessing the software anyway. They eventually move away from it when they start employing staff / admin support etc. Shooting yourself in the foot Xero..
I will jump for joy if Xero resolves this issue properly. But I'm not holding my breath....
An error occurred while saving the comment Lorraine Adams
commented
Strangely, only management, directors, accountants etc should have access to payroll figures, personal staff & client info, sensitive transactions, directors loan account's, profit figs etc, but as access to an aged creditors report means access to ALL reports - there's no privacy afforded to anyone in this business. All staff see everything or have to be frozen out of the reporting module & ask management, who have nothing else to do anyway (?!) for simple sales & purchase reports etc.
UNBELIEVABLE that that Xero was ever set up like this.
Do staff at Xero see the payroll figures & the director's remuneration, company profits etc on a day to day basis I wonder?...
Lorraine Adams
supported this idea
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187 votes
Hi all, appreciate the interest and rationale for wanting to be able to combine and hide line items on an invoice for sending to your clients, while having your usual detail tracked on the invoice in Xero.
While this may be a function we look to explore in the long-term we want to be upfront that this is not something we’ll be developing in the near term. Our team is focussed on other key priorities right now such as improvements to invoice branding and getting paid.
If you want to hide all line item details, you can create a custom invoice theme where you can decide which data fields appear on the PDF invoice. For example to print only the Subtotal and no line items.
However we’re aware that in other cases you want to be able to show some line items and not others. We’ll leave this idea open…
An error occurred while saving the comment Lorraine Adams
commented
Long term / short term? I’ve been waiting for more than 10 years.
Having reset the voting clocks some time ago / the number of votes shown doesn’t truly represent the need for this.
Without it - management reporting / sales analysis is painfully limited.
No doubt as with other topics, there are also many other vote headers essentially for the same thing - diluting the number of votes seen for this item.An error occurred while saving the comment Lorraine Adams
commented
I've been using Xero for nearly 10 years and it was a requested item from before my time.....none of my 10 original (now washed away..) votes have been satisfied.
I still can't let my purchase ledger clerk run her own aged creditors etc reports as she'll also have access other reports showing staff payroll, company profit, director's accounts etc. So much for progress. So much for privacy & data protection.
The only things that change at Xero are the things that bring in more money.
More recently the software has gone backwards even, removing the feature that automatically update email contact info on repeating invoices if a contact info was changed.....we now have to do this ourselves manually and EVEN TICK A BOX CONFIRMING THAT WE HAVE DONE THIS before the changed record will save!!!!!! what???!!! Where's the efficiency in this? Didn't ask us if we wanted this either did they?..
I rant. Back to tax work...
An error occurred while saving the comment Lorraine Adams
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For allbut the simplest of businesses, Xero’s ability to provide meaningful sales reporting falls totally short of it’s ability to market & sell it’s software.
This issue has been around for YEARS, & like many other ‘ideas’, Xero has shown no interest, investing instead in other more profitable revenue streams & partner integrations. Some features (auto updating of repeating invoices when contact email addresses are updated), have even been ‘stealthily’ removed!
To say only 43 people support this idea is ludicrous & inaccurate after 8 yrs or so (I kid not) of receiving updates & comments on this.
Quickbooks do it - but the market leader can’t?!!! Or won’t.An error occurred while saving the comment Lorraine Adams
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No & no surprise.
An error occurred while saving the comment Lorraine Adams
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Nope - nothing I've ver voted for has been implemented. Waste of time - people I know don't give this 'voting' etc etc the time of day. Too busy implementing workarounds....
An error occurred while saving the comment Lorraine Adams
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This is second to top of my desperately wished for , for many YEARS now, along with access options in the reporting module reporting for our practice & client data sets. (Oddly, I don't need/want our sales ledger or purchase ledger clerk to see what other staff, directors etc etc earn or what the company's profit is/isn't this month....)
Back to the issue - yes, I need granular structure in my invoices for internal reporting, but a simple subtotalled for example invoice to issue to clients. I need both, from the same invoice, with no faffing or trendy 'workarounds'.
Ever more apps, good revenue stream for Xero, but the product stays fundamentally the same.
But at least we can see 10 instead of 8 items in the bank feed screen now. That was jaw dropping disappointment after all the hype.Lorraine Adams
supported this idea
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33 votes
Thanks for the added detail here, Samantha.
@Ben and others that are supporting the idea here - would this be the same scenario for your business in this idea? If so, we have a larger idea embodying this that I'd suggest I merge your idea too.
An error occurred while saving the comment Lorraine Adams
commented
PS. There are multiple, requests for 'pick n mix' user access options, all spread out, and the record was reset to NIL some years ago. There are/have been thousands of votes & my clients (& me) need this to be sorted out, but Xero have made it clear in the past it's not easy, and there fore not even a remote priority. Hence, I point his out to new clients nowadays, and they frequently don't choose Xero, oddly.
An error occurred while saving the comment Lorraine Adams
commented
Don't hold your breath.
Been waiting on this since Xero was (badly) conceived. Just share everything, with everyone, ignoring GDPR etc or be prepared to drop everything you do as a business owner/manager to login & run & print reports for your staff at their bequest. ;-)Lorraine Adams
supported this idea
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430 votes
Thanks for all your input and sharing how we can improve Xero's user roles to cater for the needs of your business and staff you'd like to provide this access for.
As you may have seen in other ideas we've been conducting some research into user roles across all of Xero. As a step on from this, one of our teams are beginning a deeper dive into solving this idea here and enabling more roles access to Products & services (Inventory) in Xero.
While this may take sometime to accomplish we wanted to provide an update to you all interested in this, and we'll keep you informed of further progress as the team begin looking into it.
An error occurred while saving the comment Lorraine Adams
commented
........ho hum. I've lost track of how many times I've voted on a 'new stream' for this kind of feature that all other leading accounting softwares have.
This has been on the menu for more than 10 years now, from before I started using Xero. It's an unbelievable & fundamental hole right in the middle of this platform that compromises GDPR and prevents business departments functioning separately/efficiently. I don't think Xero can do anything about it as the current set up is totally embedded in the very original platform, and to even introduce separate 'mini' reporting access modules or areas as add on isn't on the table. And besides, they'd get no extra income for all that effort. Rather produce something new & 'buzzy', to justify year on year price increases.
Said with intended sarcasm - why shouldn't every staff member have access to every bank payment that the business makes? Including payments of all kinds to directors, wage payments to the guy sitting opposite, their manager, HMRC, .....I wonder if staff at Xero have the same access to the whole companies C of A, reports and banking information...suppliers and client information.......loans, taxes, debts, liabilities, assets.....I doubt it.
It's an unbelievable situation & a sad reflection of many big businesses run today. Allowing us to vent our frustration here is as good as it gets.
Xero have commented on very rare occasion in the past, but only to say 'not happening now or in the forseeable future'. I'd love to be corrected on that.There are several different voting opportunities covering this issue - and a revamp & resetting of the system a few years ago cleared a lot of vote history out, on this & other issues. I feel sure the number of people needing this or blissfully unaware of what their staff can see, is far higher than this counter would indicate.
Don't hold your breath.
At least it's beautiful.
Lorraine Adams
supported this idea
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40 votes
Hi team, to export a list of all Tracking categories in your org, you may find the Tracking Summary report of use to you here. Alternatively, you could run the Account Transactions report and Summarise by the Tracking category.
The one caveat here for both reports is that they'll only show a list of the tracking options that have been used within the date range the report is run.
Lorraine Adams
supported this idea
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155 votes
An error occurred while saving the comment Lorraine Adams
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Yes - I am scrolling in my sleep.
Can't abide the amount of scrolling that is necessary when using Xero - losing headers, looking for navigation buttons. What will happen when we can't use Xero anymore for (amongst other reasons) we all start suffering with early onset arthritis?!
Lorraine Adams
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50 votes
Thanks for your feedback on the thread. Though not useful for all, we did bring attention to the reports that could help some people in the forums here.
We'll continue to consider this and other ideas for customer statements as the platform evolves.
Again not a full resolve but another option that could be handy for some is the inclusion of the Outstanding bills link when sending individual invoices to your customers. Through this, persons of a contact will be able to view and get detail of the invoices they have outstanding with you at any given time.
An error occurred while saving the comment Lorraine Adams
commented
Here here!!
We want functional over beautiful.
Lorraine Adams
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121 votes
Hi community, we understand user roles and the permissions a user has across an organisation is important to many businesses. Right now, as some may have seen across other ideas I've updated - we have some research underway to help us better understand where and how we might best tackle the most predominant needs in roles.
To make sure we're getting a good scope across our products - we'd like to offer those interested in roles & permissions for payroll to join the research here. If you'd like to be a part of this, please fill in this short form here ✍️and our team will be in touch over the coming weeks. 🙂
Just to set the expectation, the research and discovery for this project is likely to take a few months. Once outcomes are formed from the research, I'll be able to return and share what the next steps…
An error occurred while saving the comment Lorraine Adams
commented
GDPR issues aside, Xero payroll....?
Try Bright Pay. With employee & employer portal. Integrates with all main softwares Including Xero (bar employment allowance figs oddly), and MODULR if needed. Good for small practices & bureaus, otherwise SAGE.....Lorraine Adams
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9 votes
This is really useful to know, thanks Josh - Though we don't have immediate plans for change around this, we really appreciate you sharing the detail of how you'd see this permissions working best for you. We'll keep an eye across this one here, and let you know if there are any updates.
An error occurred while saving the comment Lorraine Adams
commented
Xero - Isn't it pretty obvious? Anything would be better than access to pretty much EVERYTHING, as things have stood since Xero was invented.
Sorry to be rude, but you do understand accounting right? & GDPR yeah?
Let me help - Purchase ledger clerk needs access to supplier contacts, bill processing, supplier reports, aged creditor reports, bills reports, purchase day book reports, bill production, quotes, purchase orders, bank supplier payments, refunds, credit notes and .........
Purchase ledger clerk DOESN'T NEED and NOR SHOULD SHOULD HAVE ACCESS to staff pay & personal information, the director's dividends & tax information, the companies balance sheet, staff bonuses, HMRC arrears (or otherwise), investments, how much the company spent on the last client event, or the christmas party, or the computers, Joe's redundancy payment (oh, did I let the cat out of the bag or should I call it something else in Xero so no one knows, HMRC won't mind....)..........do you really need me to go on?......
Perhaps some one else could be kind enough to waste some of their time explaining what the sales ledger clerk needs. or what the treasurer or in house accountant needs - which surprisingly is where the 'access all areas' should sit.
A waterfall access level approach with a tickbox list (just like staff access in MY XERO - (miss that - it was good and clear)....I've seen this before, oh yes, in SAGE. Works a treat. Easy. Clear. Transparent.
I have to give some staff access to EVERYTHING and freeze out others which not only causes causes offence, but also inconvenience to those that have to be disrupted in their own work to provide reports to other staff.
If the current reporting structure/platform can't be changed, why not build a suite of smaller reporting modules - task or job role specific??
It's stunning that this FLOOR exists in the first place, and beyond belief that in more than 10 years, and despite GDPR, and many many requests in the old & new voting system, NOTHING, EVER, has changed in this regard, or other items I've voted for.....Lorraine Adams
supported this idea
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42 votes
An error occurred while saving the comment Lorraine Adams
commented
Xero - Isn't it pretty obvious? Anything would be better than access to pretty much EVERYTHING, as things have stood since Xero was invented.
Sorry to be rude, but you do understand accounting right? & GDPR yeah?
Let me help - Purchase ledger clerk needs access to supplier contacts, bill processing, supplier reports, aged creditor reports, bills reports, purchase day book reports, bill production, quotes, purchase orders, bank supplier payments, refunds, credit notes and .........
Purchase ledger clerk DOESN'T NEED and NOR SHOULD SHOULD HAVE ACCESS to staff pay & personal information, the director's dividends & tax information, the companies balance sheet, staff bonuses, HMRC arrears (or otherwise), investments, how much the company spent on the last client event, or the christmas party, or the computers, Joe's redundancy payment (oh, did I let the cat out of the bag or should I call it something else in Xero so no one knows, HMRC won't mind....)..........do you really need me to go on?......
Perhaps some one else could be kind enough to waste some of their time explaining what the sales ledger clerk needs. or what the treasurer or in house accountant needs - which surprisingly is where the 'access all areas' should sit.
A waterfall access level approach with a tickbox list (just like staff access in MY XERO - (miss that - it was good and clear)....I've seen this before, oh yes, in SAGE. Works a treat. Easy. Clear. Transparent.
I have to give some staff access to EVERYTHING and freeze out others which not only causes causes offence, but also inconvenience to those that have to be disrupted in their own work to provide reports to other staff.
If the current reporting structure/platform can't be changed, why not build a suite of smaller reporting modules - task or job role specific??
It's stunning that this FLOOR exists in the first place, and beyond belief that in more than 10 years, and despite GDPR, and many many requests in the old & new voting system, NOTHING, EVER, has changed in this regard, or other items I've voted for.....Lorraine Adams
supported this idea
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30 votes
An error occurred while saving the comment Lorraine Adams
commented
Xero - Isn't it pretty obvious? Anything would be better than access to pretty much EVERYTHING, as things have stood since Xero was invented.
Sorry to be rude, but you do understand accounting right? & GDPR yeah?
Let me help - Purchase ledger clerk needs access to supplier contacts, bill processing, supplier reports, aged creditor reports, bills reports, purchase day book reports, bill production, quotes, purchase orders, bank supplier payments, refunds, credit notes and .........
Purchase ledger clerk DOESN'T NEED and NOR SHOULD SHOULD HAVE ACCESS to staff pay & personal information, the director's dividends & tax information, the companies balance sheet, staff bonuses, HMRC arrears (or otherwise), investments, how much the company spent on the last client event, or the christmas party, or the computers, Joe's redundancy payment (oh, did I let the cat out of the bag or should I call it something else in Xero so no one knows, HMRC won't mind....)..........do you really need me to go on?......
Perhaps some one else could be kind enough to waste some of their time explaining what the sales ledger clerk needs. or what the treasurer or in house accountant needs - which surprisingly is where the 'access all areas' should sit.
A waterfall access level approach with a tickbox list (just like staff access in MY XERO - (miss that - it was good and clear)....I've seen this before, oh yes, in SAGE. Works a treat. Easy. Clear. Transparent.
I have to give some staff access to EVERYTHING and freeze out others which not only causes causes offence, but also inconvenience to those that have to be disrupted in their own work to provide reports to other staff.
If the current reporting structure/platform can't be changed, why not build a suite of smaller reporting modules - task or job role specific??
It's stunning that this FLOOR exists in the first place, and beyond belief that in more than 10 years, and despite GDPR, and many many requests in the old & new voting system, NOTHING, EVER, has changed in this regard, or other items I've voted for.....Lorraine Adams
supported this idea
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52 votes
An error occurred while saving the comment Lorraine Adams
commented
Xero - Isn't it pretty obvious? Anything would be better than access to pretty much EVERYTHING, as things have stood since Xero was invented.
Sorry to be rude, but you do understand accounting right? & GDPR yeah?
Let me help - Purchase ledger clerk needs access to supplier contacts, bill processing, supplier reports, aged creditor reports, bills reports, purchase day book reports, bill production, quotes, purchase orders, bank supplier payments, refunds, credit notes and .........
Purchase ledger clerk DOESN'T NEED and NOR SHOULD SHOULD HAVE ACCESS to staff pay & personal information, the director's dividends & tax information, the companies balance sheet, staff bonuses, HMRC arrears (or otherwise), investments, how much the company spent on the last client event, or the christmas party, or the computers, Joe's redundancy payment (oh, did I let the cat out of the bag or should I call it something else in Xero so no one knows, HMRC won't mind....)..........do you really need me to go on?......
Perhaps some one else could be kind enough to waste some of their time explaining what the sales ledger clerk needs. or what the treasurer or in house accountant needs - which surprisingly is where the 'access all areas' should sit.
A waterfall access level approach with a tickbox list (just like staff access in MY XERO - (miss that - it was good and clear)....I've seen this before, oh yes, in SAGE. Works a treat. Easy. Clear. Transparent.
I have to give some staff access to EVERYTHING and freeze out others which not only causes causes offence, but also inconvenience to those that have to be disrupted in their own work to provide reports to other staff.
If the current reporting structure/platform can't be changed, why not build a suite of smaller reporting modules - task or job role specific??
It's stunning that this FLOOR exists in the first place, and beyond belief that in more than 10 years, and despite GDPR, and many many requests in the old & new voting system, NOTHING, EVER, has changed in this regard, or other items I've voted for.....Lorraine Adams
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171 votes
An error occurred while saving the comment Lorraine Adams
commented
Client is used to using & needs Balance Sheet Budget. Another fail. I wonder how many years this will take.....back to the spreadsheets.
Lorraine Adams
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33 votesLorraine Adams
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24 votes
Hi everyone, while we still have more changes planned in this space I wanted to fill you in on the more recent changes in this space.
We have now added the ability to view the email an invoice was sent to in history, as well as adding timestamps for more insight into when an event was made.
Lorraine Adams
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5 votesLorraine Adams
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41 votesLorraine Adams
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9 votesLorraine Adams
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26 votesLorraine Adams
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20 votesLorraine Adams
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Me too.
First brought this to Xero’s attention some 12 years ago……they have made it clear that it is not a priority. Too difficult & unable to justify the cost involved.
GDPR? What’s wrong with a purchase or sales ledger clerk having access to ALL reports and data about their co-workers, boss, company performance etc? As bosses, we love having to run and provide appropriate basic reports for our teams. They love waiting for us to do this because as it happens, we aren’t tapping our fingers wondering what to do next!
Was and still is, an unbelievable floor in this ‘approved’ software.