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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Journal Entry Security...
Microsoft Dynamics GP (Archived)

Journal Entry Security control

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Posted on by joseytang 1,800

I would like to know how to I grant the user can create a journal entry in Financial module, but they cannot post journal entry by themselves?  Could you show me how to grant the user security access (screen shot provided will be great).  I found out once I grant transaction entry window, the user can click on "posting" button.  We would like to control it.

Please advise

Thanks,

Josephine

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  • Suggested answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,619 Super User 2025 Season 2 on at
    RE: Journal Entry Security control

    Josey, you need to use Field Level Security to accomplish this.  With FLS, you can hide, disable, or password the Post button for specific users.  This is more than a 'screenshot' though.  Suggest you read the Help files on FLS.

  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: Journal Entry Security control

    This is pretty much important, in order to ensure the segregation of duty among accountants and let's say supervisors. An accountants can enter journal entries but can not post, at the end of the day, the supervisor may double check all the existing financial batches and get them "approved" then posted.

    To achieve this, I would suggest the following:

    1. Prevent posting on the transaction level for the journal entries, this means that the accountant will be able to enter the JE which must be saved in a batch. If they clicked on the post button they will have a message stating that "Posting is not allowed on the transaction level". To do this setup, go to (Microsoft Dynamics GP > Tools > Setup > Posting > Posting) , choose the "Financial" series, and the "General Entry" origin, then uncheck the "allow transaction posting"
    2. The above means that only "batches" can be posted. Now to prevent the accountant from posting the batch, you can either set an approval password on the same screen mentioned above, or if you are on GP 2015, you can setup a workflow for batch approval, so that the batch should go through a set of approval before being allowed to post.
    3. The field level security mentioned by frank is great option as well, which can be added to this scenario to achieve a better consistency

    Please let us know if you have any further assistance,

  • Verified answer
    Frank Hamelly | MVP, MCP, CSA Profile Picture
    Frank Hamelly | MVP... 46,619 Super User 2025 Season 2 on at
    RE: Journal Entry Security control

    An even better solution Mahmoud, that my tired brain didn't even think of last night.

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: Journal Entry Security control

    Thank you, Frank.  I think I will use Posting Permission security to lock "GJ" transaction so users will not be able to post the manual journal entry.

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: Journal Entry Security control

    Thanks, Mahoud.   We decided to use security posting permission to control.

    Thanks for your help.

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