MENU
    Restrict Access on GL Accounts
    • 12 Jun 2024
    • 3 Minutes to read
    • Dark
    • PDF

    Restrict Access on GL Accounts

    • Dark
    • PDF

    Article summary

    This article reviews the 'Restricted Access - Usage' and 'Restricted Access - Hide Transactions' settings for GL Account Records.


    Overview

    The 'Restricted Access' settings for GL Accounts are used to restrict a User's access to specific GL Accounts. Once restricted, that GL Account will only be available to Users who have the following Permission:

    • General Ledger → GL Accounts → Access Restricted GL Accounts

    There are two 'Restricted Access' settings on GL Account Records

    • Restricted Access - Usage - This setting restricts which GL Accounts appear in GL Account selection drop-down menus.

    • Restricted Access - Hide Transactions- This setting restricts which Transactions will be viewable by the User. 

      This setting requires that 'Restricted Access - Usage' is checked 

    Restricted Access - Usage

    Throughout R365, GL Account selection drop-down menus will list all GL Accounts for the associated GL Type. This allows Users to complete AP Invoices, Item Transfers, Waste Logs, and DSS Reviews.

    If a GL Account should not be available to all Users, it can be restricted by checking the 'Restricted Access - Usage' setting on the associated GL Account Record. 

    For GL Accounts that do not have 'Restricted Access - Usage' enabled, the Account Name / Number will be made available in all GL Account selection menus for all Users.

    To ensure that operations Users are able to complete Inventory Counts and AP Invoices, Cost Accounts (including COGS) and Expense Accounts should not have 'Restricted Access - Usage' checked.

    Restricted Access - Hide Transactions

    Throughout R365, GL Accounts appear on Transactions such as AP Invoices, Inventory Counts, Transfers, Waste Logs, etc.

    If the activity related to a GL Account should not be available for all Users, Transactions related to that GL Account can be hidden by checking the 'Restricted Access - Hide Transactions' setting on the associated GL Account Record. 

    This setting requires that 'Restrict Access - Usage' is checked. 

    When 'Restricted Access - Hide Transactions' is enabled, all Transactions that contain a single line with a restricted GL Account will be hidden from Users without the 'Access Restricted GL Accounts' Permission.

    Restricted Access and Bank Reconciliation

    Since Bank Reconciliations require access to all Transactions in order to balance properly, Transactions associated with restricted GL Accounts are not hidden on the Bank Reconciliation page. Only Users with the 'Access Restricted GL Accounts' Permission will be able to open the details for any transaction that contains a restricted account. 


    'Restricted Access - Usage' Example

    The GL Account list in the Accounting Module indicates if the GL Account 'Is Restricted Use'. In this example, the 'Restricted Access - Usage' checkbox for Account #5100 has not been checked (value of 'No') and the 'Restricted Access - Usage' checkbox for Account #5000 has been checked (value of 'Yes').

    When a User editing an AP Invoice attempts to select the GL Account that will be used on the Transaction line item, Account #5000 is not visible, while Account #5100 is visible and selectable in the 'Select Account' drop-down menu. 


    Pages and Records Impacted by the 'Restricted Access - Usage' Setting

    Area

    Page / Record

    Restricted Access - Usage

    Restricted GL Account hidden in Account selector drop-downs

    Accounts Payable

    AP Invoice

    Mass AP Invoice

    AP Credit Memo

    AP Payments

    AP Center

    New Invoice

    Accounts Receivable

    AR Transactions

    Banking

    Bank Expense Record

    Bank Deposit Record

    Bank Transfer Record

    General Ledger

    Journal Entry Record

    Memorized Transactions

    Operations

    AP Invoice

    AP Credit Memo

    Item Transfer

    Waste Log

    Setup Assistant

    All Pages


    Pages and Records Impacted by the'Restricted Access - Hide Transactions' Setting

    Area

    Page/Record

    Restricted Access - Hide Transactions

    Transactions with at least one line associated with a restricted GL Account are hidden

    Transactions

    All Transactions

    Transaction Details

    Memorized Transactions

    Accounts Payable

    AP Payment Record

    X
    All Transactions are displayed

    Vendor Records

    AP Transactions Page

    AP Center

    Awaiting Approval Tab

    Ready for Payment Tab

    Mobile AP

    Transactions

    AP Payments




    All AP Payments are displayed.

    Invoices and Credit Memos associated with restricted GL Accounts within AP Payments are hidden

    Approvals

    Accounts Receivable

    AR Transactions Page

    Customer Record

    Banking

    Bank Transactions

    Bank Reconciliation

    X
    All Transactions are displayed.

    Only Users with the 'Access Restricted GL Accounts' Permission will be able to open the details for any transaction that contains a restricted account.

    Bank Activity


    Restricted GL Accounts cannot be selected in the Bank Account drop-down

    Bank Activity - Unmatched Tab

    Bank Activity - Match Excluded Tab

    X
    All Transactions are displayed. However, Users without the 'Access Restricted GL Accounts' Permission will be unable open Transaction Records that contain restricted GL Accounts. 

    Bank Activity - Rule Applied Tab

    X
    All Transactions are displayed

    Bank Activity - Rule Vault

    X
    All GL Accounts are displayed

    General Ledger

    GL Accounts Page


    Restricted GL Accounts are hidden

    Journal Entries Page

    DSS Journal Entries Page

    Operations

    Inventory Transactions (Classic)

    Inventory Counts

    Items Page

    Invoices Page

    Transfers Page

    Waste Logs Page

    Commissary Catalog Page

    My Reports

    Account Balance by Location Export

    Account Balance by Location

    AP Accrual

    Bank to GL Reconciliation

    Check Register

    GL Account Detail Export

    GL Account Detail with Legal Entity - Portrait

    GL Account with Legal Entity Export

    GL Account with Legal Entity 

    GL Account Detail

    Payables Invoice Distribution

    Receiving by Purchased Item

    Undeposited Funds

    Vendor Reconciliation Detail

    Working Trial Balance

    Administration

    Allocation Templates

    Preset Allocations


    Was this article helpful?