Any software vendor can promise that its product will not do something risky. A promise is only as good as the code behind it, so this page lists what RoleAxis's agents will never do and, for each item, how the code makes sure. It covers every agent on the platform, including the ones not yet on sale.
Refused before a draft exists
RoleAxis keeps a list of action types that are blocked outright. When anything, an agent, a tool or a future feature, asks to create one of them, the approval engine refuses before a draft is written. There is no pending item, no approval path and no setting that opens one. The type is compared after it has been cleaned up, so a stray space or a capital letter cannot slip one through. The list today:
- changing a tax rate;
- filing a tax return, or making any submission to ZATCA;
- changing a bank account or an IBAN, including a supplier's bank details and an employee's;
- paying payroll, or changing a salary;
- editing a closed accounting period;
- changing the chart of accounts.
These are a person's job, in your own systems, with your own controls. An agent may point at a problem in one of these areas (a VAT line that does not compute, a bank detail that differs from the supplier's record), but the fix is never drafted.
Pay a bill or move money
No agent has a tool that pays a supplier, releases a payment or transfers money. The ERP connector's list of writes has no payment in it, and payments, bank transfers and supplier payments are on the list of actions that can never run without a person, whatever an admin signs. A payroll payment is blocked outright, as above.
One thing to be clear about: a hold that RoleAxis places on a bill marks it for review in your ERP. It does not stop your team from paying it. The payment run, and the decision to pay, stay with your team.
Post a journal entry
RoleAxis books no journal entry. Where an agent proposes one (an accrual candidate, a correction behind a cash difference), approving it records the proposal for a person to post in your ERP; it writes nothing to your ledger. A supplier bill that RoleAxis prepares from an uploaded invoice is created as a draft vendor bill and is never posted. Closing or reopening a period is blocked outright.
Change bank details or master data
Bank and IBAN changes are blocked outright, for suppliers and employees alike. When a supplier's bill shows bank details that differ from the record in your ERP, the bill is held and a person confirms the change with the supplier, by a phone number you already hold, never by replying to the bill. That hold is never carried without a person. Changes to supplier records, an item's standard cost or a reorder rule are always a person's decision.
Contact your suppliers or customers
RoleAxis sends no email to a supplier or a customer itself. An approved payment reminder or supplier query becomes a to-do on the record in your ERP, and a person on your team sends it. Alerts that RoleAxis sends go to your own team, through the channels you set up.
Undo a change on its own
When a person reverses an approved change, they do it in your own system. RoleAxis records the reversal, with who and why; it undoes nothing in your system itself.
What the agents do write
For contrast, this is what the ERP connector lists as the writes it makes today, by default only after a person approves them:
- a hold on a bill: a to-do and a review flag;
- a payment reminder or a supplier query, as a to-do on the record;
- a draft vendor bill from an invoice you uploaded and a person approved, never posted;
- an internal stock transfer, as a draft;
- a request for quotation, as a draft purchase order.
The accounting connector reads only and writes nothing. An admin can let an agent carry a few of the routine writes above alone, under a limit they sign; see Approval levels in RoleAxis, explained.