---
title: "Restrict Access on GL Accounts"
slug: "gl-accounts-restrict-access"
description: "Restrict GL account access with Usage restrictions (limits DSS and Paid Outs) or Control Account to prevent manual journal entries."
updated: 2025-08-28T19:16:35Z
published: 2025-08-28T19:16:35Z
canonical: "docs.restaurant365.com/gl-accounts-restrict-access"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Restrict Access on GL Accounts

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](/doc/docs/gl-account-record).

- 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

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IHR0358G.png)

### 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.

> [!TIP]
> 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').

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9WB186RL.png)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XS3RCG7H.png)

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.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LQISUV7C.png)

---

## 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 | ✔ |