Restrict Access on GL Accounts

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

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