Academy uses dedicated Finance & Sales permissions to control who can access sales orders, financial transactions, payment settings, and reporting. This role is separate from the user’s platform role (such as Platform Admin or Sales Team) and is assigned individually to each user through their profile.

There are five Finance & Sales role levels, each building on the one below it. The levels range from no access at all through to full administrative control over all financial features. This guide explains what each level can do, how to assign it, and how portal roles interact with Finance & Sales permissions.

Note: Only System Admins and users whose platform role allows them to manage users can assign Finance & Sales roles. The platform role also controls the maximum Finance & Sales level that can be granted.

Understanding the Five Role Levels

There are five levels of Sales and Finance permissions. Each higher level includes all the permissions of the levels below it, plus additional capabilities.

None

This role has no access to Sales & Finance features. The user cannot see the Sales & Finance section in the sidebar.

Sales

Basic order management. Can create and manage sales orders within their assigned finance domain. Cannot process refunds, manage discounts, or view reports.

Sales Admin

Full order management, paid enrolment actions (withdrawals, transfers, substitutions, refund requests), and access to all sales and finance reports. Cannot manage payment settings or process refunds directly.

Finance

Everything in Sales Admin, plus the ability to process refunds, manage discounts, create and edit purchase plans, manage invoice reconciliation, and manage credits on hold. Can also make fee adjustments after the revenue date.

Finance Admin

Full access to all Sales & Finance features, including managing purchase terms, billing entities, and all payment settings. This is the highest level of financial access.

Finance Domain

The Finance Domain controls which billing entities (and their associated orders and transactions) a user can access. When assigning a Finance & Sales role, you also choose the user’s finance domain. The available options depend on the role level.

Note: Finance Admin users are always assigned to All Billing Entities. This cannot be changed because the Finance Admin role requires access to all financial data to manage billing entities and purchase terms.

Assigning a Finance & Sales Role

There are two steps involved in managing Finance & Sales permissions: configuring the platform role to allow finance access, and then assigning the Finance & Sales role to individual users.

Visit this help article to find out more about Platform roles.

Step 1: Configure the Platform Role

Each platform role has a Finance & Payments setting that controls the maximum Finance & Sales role that can be assigned to users with that portal role. This acts as a ceiling – you cannot assign a Finance & Sales role that is higher than what the platform role allows.

To configure this:

1. Go to Platform Settings > Roles.
2. Find the portal role you want to configure and click Edit.
3. Scroll down to the Finance & Payments section.
4. Under Select Highest Role That Can Be Assigned, choose the maximum Finance & Sales role level (None, Sales, Sales Admin, Finance, or Finance Admin).
5. Optionally, set a Default Assigned Role – this is the Finance & Sales role that will be pre-selected when creating new users with this portal role.
6. Click Done to save.

Note: If the highest role is set to None, the Finance & Sales tab will not appear in user profiles for users with that platform role, and those users will have no access to Sales & Finance features.

Step 2: Assign the Role to a User

Once the platform role allows finance access, you can assign a specific Finance & Sales role to each user individually.

To assign a Finance & Sales role:

1. Go to User Admin and find the user.
2. Click on the user to open their profile.
3. In the sidebar, click Finance & Sales.
4. Under Finance & Sales Role, select the appropriate level (None, Sales, Sales Admin, Finance, or Finance Admin).
5. Under Finance Domain, choose the scope of the user’s access (Programs I am a Coordinator of, Specific Billing Entities, or All Billing Entities).
6. Save the changes.

The permissions on the right-hand side of the page will update in real time as you change the role level, showing you exactly which permissions will be granted or denied.

In some roles, there are permissions shown with a circle (filled or hollow). These permissions can be changed on a per-user basis. Ticks or crosses without a circle cannot be modified.

How Portal Roles and Finance & Sales Roles Work Together

Academy uses a two-layer permission system for financial access. The platform role provides general platform permissions (such as managing users, programs, and enrolments), while the Finance & Sales role provides specific access to financial features.

Here is how a few common portal roles are typically configured:

Note: These are typical configurations. Your organisation may have customised portal roles with different Finance & Payments settings. Check Platform Settings > Roles to see the exact configuration for each role.

What Users See in the Sales & Finance Section

Users with a Finance & Sales role will see the Sales & Finance section in their sidebar. The sections available in the sidebar are organised into three groups:

Orders and Transactions

• Sales Orders & Proposals
• Transactions
• Transaction Items
• Sales by Program
• Revenue
• Reconciliations
• Refund Requests
• Credits On Hold

Payment Settings

• Billing Entities
• Purchase Terms & Conditions
• Purchase Plans
• Discounts

Exports

• Custom Exports

The specific items a user can interact with depend on their Finance & Sales role level. For example, a user with the Sales role can view and create orders but cannot access Billing Entities or Purchase Terms. A Finance Admin user can access and manage everything in the Sales & Finance section.