Location Security on GL Accounts

GL accounts can have additional, location-based, security set on the GL Account Record. Similar to how the Available to Managers feature limits accounts from being seen and selected, location security can be set to limit accounts for use on only select locations or location reporting categories. Location security can also be considered a form of white-listing locations for use on a specific GL account.

Setting up GL Account Location Security

Open the GL account record and navigate to the Location tab. By default each GL account is accessible to all locations.

To limit the GL account to specific locations or location reporting categories, select the desired radio button to make the change. Once selected, a grid appears where the user can determine which locations or location reporting categories can use the account.

GL Account Location Security In-Use

Location security is based on the location value set on the Detail row. If the selected location is not accessible to the GL account, it will not appear in the Account selector.

For example, GL account '2330 - Alcoholic Beverage Tax Payable - Wine' is limited to only locations with wine on their menu. Locations that do not serve wine are included as available accounts.

When recording an expense against this account on an included location, it appears as expected. Click here to see an animated gif of this example.

When recording an expense against the account on a non-included location, the account does not appear and cannot be selected or assigned. Click here to see an animated gif of this example.

GL Account Location Security Exceptions

The following are exceptions to GL account location security:

Default Accounts used on System Preferences

GL accounts that are assigned as Universal Accounts in System Preferences cannot be limited to specific locations or location reporting categories. If you attempt to set location security on one of these accounts, the radio buttons are not usable, and the following error appears when hovering over this option:

Bank Accounts

If a bank account has been assigned a default location and you attempt to set location security on the GL account, a warning appears, informing you that the default location is required as one of the available or white-listed locations.

The location security can still be set, but the default location on the account cannot be removed, as shown below:

If the default location is changed to a different location or removed entirely (Default Location is not a required field), then the previously required default location can be manually removed without receiving the above warning.

Bank Reconciliation

The restrictions applied by location security do not apply to the transactions in bank reconciliations. Restricting visibility of transactions on a bank reconciliation could cause the bank reconciliation to be out of balance, and totals might differ depending on the permissions of the user who is viewing the transaction.

If a default location is assigned on the bank account, location security limits access to the account’s reconciliation but not to the transactions within. 

Due to / Due From GL Accounts assigned on Legal Entities

GL Accounts that have been assigned as Due to / Due From Accounts on Legal Entity Records cannot be limited to specific locations or location reporting categories. If location security is applied on one of these accounts, the radio buttons are not usable, and the following error will appear in a tooltip when hovering over the options: