---
title: "Configure Report Roles"
slug: "manage-report-roles-1"
updated: 2025-09-03T18:54:02Z
published: 2025-09-03T18:54:02Z
canonical: "docs.restaurant365.com/manage-report-roles-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Configure Report Roles

Manage report roles, assigned reports, managed favorites, or P&L cutoff, from the [Report Roles tab](/doc/docs/security-permissions-report-roles) of the [Security & Permissions page](/doc/docs/security-permissions-overview-security).

[Assign report roles to users](/doc/docs/my-reports-assigning-report-roles) on the Security & Permissions page, on user records, or through the Mass Role Update tool.

---

## Security

Users must have the following permission to edit report roles:

- Administration → Users → Report Roles → Create/Edit/Delete Report Roles

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access).

---

## Add or Remove Reports from Report Roles

Follow these steps to change the reports assigned to a report role:

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Security & Permissions page**](/doc/docs/security-permissions-overview-security)**.****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Report Roles tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905323530.png)

****3)** Select the desired **report role**.**

> The reports assigned to the ‘All Reports’ reports role cannot be edited.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905339572.png)

****4)** Select the **Permissions tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YRUF7QHV.png)

****5)** Locate the desired **report** or **report category**.**

Use the **search bar** to filter reports and categories by name.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MZ9OK56O.png)

****6)** Check or uncheck the **checkbox**.**

- Check to assign the report.
- Uncheck to remove the report.
- Checking or unchecking a category checkbox will assign or unassign all reports within that category.

> The reports assigned to the ‘All Reports’ reports role cannot be edited.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ELHA20M9.png)

****7) Save.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZLG33DBV.png)

---

## Set Managed Report Favorites

Follow these steps to change the reports that appear as managed favorites in My Reports:

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Security & Permissions page**](/doc/docs/security-permissions-overview-security)**.****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Report Roles tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905323530.png)

****3)** Select the desired **report role**.**

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905339572.png)

****4)** Select the **Favorites tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-RH99KN3L.png)

****5)** Locate the desired **report.****

Use the **search bar** to filter reports by name.

Only reports associated with the report role on the **Permissions tab** can be assigned as favorites.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WFL5UPUJ.png)

****6)** Check or uncheck the **checkbox**.**

- Check to assign the report as a favorite.
- Uncheck to remove the report from favorites.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CISDIVPC.png)

****7)** Select the **default view** to control how the report is generated when run from the Favorites section of My Reports. *(Optional)***

> If the ‘Lock view’ setting (step 8) is enabled, users cannot select other views.

> Only ‘public’ report views can be selected. Learn more about [managing report views](/doc/docs/report-views).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JZYYCVZL.png)

****8)** Enable the **Lock View** toggle to prevent users from changing the view and customizing most report parameters. *(Optional)***

> When restrictions are applied and the report is customized from the **Managed Favorites** section in **My Reports** parameters are limited to:
> 
> - Filter
> - Filter By
> - Locations
> - Date or Date Range
> 
> When the report is launched from other sections of My Reports:
> 
> - All parameters function normally and can be modified by the user.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X9XVSJH4.png)

****9) Save.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-K7H2J1ON.png)

---

## Change P&L Cutoff Setting

The P&L Cutoff setting within a report role defines the visibility of account balances across all versions of the [P&L Report](/doc/docs/profit-and-loss) (Profit & Loss). This setting controls which [GL Types](/doc/docs/gl-types) are included or excluded from display, ensuring users only see the relevant financial data based on their assigned role.

Follow these steps to change the P&L Cutoff setting:

*Click steps to expand for additional information and images.*

****1)** Navigate to the [**Security & Permissions page**](/doc/docs/security-permissions-overview-security)**.****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

****2)** Select the **Report Roles tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905323530.png)

****3)** Select the desired **report role**.**

> The P&L setting for the ‘All Reports’ reports role cannot be edited.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905339572.png)

****4)** Select the **Settings tab.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905396214.png)

****5)** Set the desired **P&L Cutoff**.**

Only one option can be selected:

- **Full** – When selected, the P&L report will display all GL accounts, including all relevant GL types.
- **Controllable** – When selected, the P&L report will display accounts up to and including those with the Operating Expense GL type. It will hide balances for:
  - Non Controllable Expense
  - Corporate Overhead & Other
  - Income Tax
- **Prime Cost** – When selected, the P&L report will display accounts up to and including those with the Prime Cost GL type. It will hide balances for:
  - Operating Expense
  - Non Controllable Expense
  - Corporate Overhead & Other
  - Income Tax

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1751905412926.png)

****6) Save.****

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N78UPPQ4.png)