This article is part of the documentation on the GL Account record. Click here for more information on GL Accounts.
If Users with the Security Role of Restaurant Manager need access to a GL Account, that Account must be flagged as 'Restricted Access - usage'. Since non-Accounting Users do not have access to the Accounting Module, they will never see the General Ledger in its entirety, nor will they have the access to open a GL Account record to view its GL Transactions. However, it will be necessary for Restaurant Managers to have limited access to some GL Accounts for Invoicing and DSS Review.
For Accounts that do not have 'Restricted Access - usage' enabled, the Account Name / Number will be made available in Operations-based Account selectors for all Restaurant Managers. This is accomplished on the GL Account record via a Check / Unchecked setting on the Account and can be changed as needed. As a best practice, Cost (including COGS) and Expense Accounts should have 'Restricted Access - usage' checked.
Restricted Access - usage Example
To more fully demonstrate 'Restricted Access - usage', review this example. Account #5100 does not have the box ‘Restricted Access - usage' checked on the GL Account record.
Additionally, the GL Code list in the Accounting module indicates if the GL Code 'Is Restricted Use'. In this example, the 'Restricted Access - usage' checkbox for Account 5100 has been unchecked (value of 'No') and 'Restricted Access - usage' checkbox the Account #5000 has been checked (value of 'Yes').
On an AP Invoice, when the Restaurant Manager User attempts to select the GL Account that will be used on the Transaction line item, Account #5000 (Restricted Access - usage left checked) is not visible while Account #5100 is visible and selectable in the Account Selector dropdown.
The Restricted Access - usage accounts will now appear in any Account selectors that a Restaurant Manger would have access to throughout the system.