Row-level access in general ledger

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Posted on by samstrup

Hi,

We do have a number of sensitive accounts (salary...) in the General Ledger where we would prefer that these are only visible for specific users to see the transactions. Is this possible? some users should be allowed access to transactions on other accounts.

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Ramit Paul 22,797 Most Valuable Professional on at

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You can use journal 'private' option and then can book these type of transactions on that journal.

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Juanse 660 on at

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Hello,

I believe that Ramit solution above will just hide the entry from the journal entry screen but it won't prevent users from seeing the lines if they run for example the voucher transaction for those accounts. Those entries will show up for everyone in the system.

I believe that to achieve that level of row level security you need an XDS development added to the user roles. This can be tricky.

I would suggest booking entries to those payroll accounts in summary and with a global description, that way it will be hard for accountants to decipher the salary for individual people.

regards,

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Ludwig Reinhard Microsoft Employee on at

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Hi samstrup,

Salary is usually posted on a summarized basis per department or cost center.

People should thus not be able to identify the salary of somebody else unless a single employee is assigned to a specific cost center.

If this is not the case then I don't see the necessity for special security settings.

Best regards,

Ludwig

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André Arnaud de Cal... 301,020 Super User 2025 Season 2 on at

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Hi samstrup,

When your requirement is not only about the salary accounts or even the summarized posted values should be hidden, there would be indeed an option to do row-level security using eXtensible Data Security (XDS).

You then not only need a policy, but also an indication for which users which transactions of what accounts should be hidden. This would require some development skills.

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Junaid Idrees on at

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Hi Juan Grijalba,

There are many reports/Inquiry screens in the GL, a smart accountant can check the posted salary numbers from anywhere. We have Account statement/Accounting source explorer/Voucher transactions/Ledger transaction list/ Trial balance/Management reporter. In addition to that we dont have one salary account (There will be Benefits, Deduction, Allowances, Bonus, Tax)

And yes you should post the summarized numbers by department then no one will be able to see an individual employee salary number break up and that should be an approach.

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samstrup 5 on at

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Thanks for all feedback. I absolutely acknowledge that salary postings should be summarized. Based on all your relevant answers I find that this will be the way forward. Thanks again for your feedback

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