Preventing the Posting of Specific Journal Entries

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Posted on by Community Member Microsoft Employee

Hello:

So far, the only means that I know of for accomplishing this is by using Account Level Security in GP.

What we would like is the ability to prevent end users from posting journal entries that originated from various windows of the Bank Reconciliation module, such as Bank Transaction Entry. Those same users would be allowed to post other journal entries.

Yes, the GP Posting Setup window has password protection for approving journal entries prior to posting. But, this represents all journal entries, whether they originated in a separate module or subsidiary ledger or not.

I did see where my predecessor may have tried accomplishing this sort of security by creating SQL table manipulation in Access as a means of adding additional "Origins" to the Audit Trail Codes Setup window.

When he did this, he was able to create new audit trail code prefixes. And, by having these new Origins, he was able to have multiple Origins for "General Entry" be available in the Posting Setup window. That way, you could set a different approval password for each origin and therefore the same window!

Again, I can't figure out if he was actually trying to secure access to certain audit trail codes and Origins as a means of preventing posting certain journal entries. Perhaps, he had another purpose for creating new Origins. I don't know.

Anyway, other than using Account Level Security, is there a way of conducting such a granular level of security?

Thanks!

John

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Community Member Microsoft Employee on at

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RE: Preventing the Posting of Specific Journal Entries

Good ideas, all around! Thanks, Heather!

John
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Heather Roggeveen 9,142 on at

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RE: Preventing the Posting of Specific Journal Entries

Hi John

The only way I can think of, without serious customisation, would be to:

- Turn off access to Financial Series Posting and Master Posting.

- Restrict the lookup of batches in Financial Batches - now I know there is a security setting somewhere on that because when this current security model first came in I had issues where users couldn't "look up" but they could still enter a batch ID that existed.

- Restrict the lookup in Journal Entry.

- Turn off transaction level posting in Financial if it is currently allowed.

That would at least mean users would have to enter a valid batch via the batch entry window in order to post.

You could probably also put vba on the batch ID field so that if they did enter a batch ID that related to Bank Transactions that it would not allow them to do it. I can't tell you how to do that, just that as an idea.

Cheers

Heather