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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Journal Entries permis...
Microsoft Dynamics GP (Archived)

Journal Entries permissions

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Posted on by Community Member

1. What ability (in user setup) allows users to create/post journal entries? (For example, if I was creating a user and wanted them to have the ability to post journal entries, then what ability or permission would I need to give them?)

2. Is there a difference between creating and posting entries? Are they two separate abilities? If so, what permission gives a user the ability to create but not post?

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  • Community Member Profile Picture
    Community Member on at

    1. Under each module there is a TRX security level that allows users to post transactions.  AP and AR would be different that GL "TRX" for posting, so a permission could include one or all of those levels of transaction JE postings.

    2. Yes,  Here's a link that describes roles based security in GP.

    support.microsoft.com/.../en-us

    I believe MS offers a tutorial with your Customer Source account to learn security....

  • Suggested answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at

    The security topic in Dynamics GP is quite wide and can not absolutely be covered in a simple few lines answer. On the other hand, it could be helpful to build the general understanding of the process.

    First of all, and most importantly, the GL setup is to be considered;  Journal Entries in GL can originate directly from GL or from other associated Modules (Purchasing, Inventory, Sales, AP, AR, Banks ...etc). To control the GL posting, you need to consider the GL Posting Setup (post to or post through) which means transactions' journal entries will be either posted directly to GL, or saved in GL to be posted later on.

    As for security, Dynamics GP security can be generally work on three main levels;

    1. Windows Security (cards, transactions, inquiry, and reports). As for the transactions, user can be granted an access to either save or post.
    2. Field Level Security, you can dig a level deeper in the window in order to grant access on specific fields within the window
    3. Account Level Security, to control the access of users on the Chart of Accounts, so that each user can be granted an access on a certain set of accounts related to their functions (AP Accountant, AR Accountant, ... etc)

    Now getting back to your point, to handle GL posting ... you need to consider granting certain users the access to "enter" AP, AR and GL transactions and save them within a "Batch". Other users from a supervisory level could be granted the access to "post" these transactions. You can as well provide a password on the Posting Screen for further security on the posting.

    Please never hesitate to share any further questions

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