Microsoft Dynamics GP (Archived)

How can we limited access to some GL accounts?

(0) Share

Report

Posted on by rmalouin

Hi,

I would like to know if it's possible to set some GL account to be use only in a specific range on account.

Example.

If we use 4 segments for a GL: G-1001-000-0000.

And we would like limited the use of accounts starting with "G-" to be used only with accounts starting with "G-", is it possible?

And we do not want to manage these account in a separate company, because it could have some accounts starting with "0-", "1-", "2-", etc...

Thanks

Richard Malouin

*This post is locked for comments

All responses (9)

Answers (0)

rmalouin on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi Frank,

First of all, Happy New Year 2015. All the best.

Could you please tell me if i understand clearly with the Organizational Structure?

Organizational Structure will be helpful if we have security on our users account, correct?

In GP, if our user could use all accounts, there is no way have a security to use some specific accounts in a specific "Division" (ex: Account A should only be used with Division 1). Is that correct?

Thank you for your help
rmalouin on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi Frank,

Foolowing your answer under my "Vendor account" post, probably it won't be possible to do something like this with the Organizational Structure

Example:

Company 123

Division 1

GL Account A

GL Account B

Division 2

GL Account YY

GL Account ZZ

User account (ZAZ) could do transactions for both Division. But i do not want transaction between Account A (Div 1) and Account YY (Div 2). Is it somethnig possible with the "Organizational Structure" setup?

Thanks
rmalouin on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi,

Only be sure that Org. Structure will answer our needs, let me be more explicite on our request.

Example:

Company 123

Division 1

Account A

Account B

Division 2

Account YY

Account ZZ

User account (ZAZ) could do transactions for both Division. But i do not want transaction between Account A (Div 1) and Account YY (Div 2). Is it somethnig possible with the "Organizational Structure" setup?

Thanks
rmalouin on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

I forgot to tell that we use GP 2010, does it change something in the "configuration"?

Because i cannot see how to assign specific account, because it looks like i do not have the possibility.

And i setup the Org. Tree, so what can i do?

Thanks for your help
Suggested answer

Frank Hamelly | MVP... 46,215 Super User 2024 Season 2 on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Jeff provides great info in his post. The reason I asked if there was a specific group you want to limit access is this: Let's say you don't want Purchasing and AP personnel to see certain account numbers when processing transactions. You could set these accounts to not be visible in the Purchasing module by removing that Series from the Account Card:

You can make this change to existing accounts using the Mass Modify tool in Financial>>Cards. If that doesn't suffice Lynn, then you need to use Account Level Security.
Suggested answer

Jeff LaPointe 1,022 on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Lynn, to answer your question, using Account Level Security (ALS) is the best option. Like Frank mentioned, the setup takes time but once you have it setup it is a very smooth running process.

Richard, Here is some information for setting up ALS:

To enable Account Level Security (ALS) go to the Registration window (Microsoft Dynamics GP > Tools > Setup > System > Registration).

Once you activate Account Level Security, you can’t enter, view, edit, or post any transactions in General Ledger windows that include a secured account—that is, an account to which you don’t have access.

When you use the transaction entry windows in Receivables Management, Payables Management, Sales Order Processing, Invoicing, Inventory Control, Intercompany Processing, Payroll, Purchase Order Processing, and Bank Reconciliation, you can enter, view, and edit transactions that include default distributions to secured accounts. However, account security will apply to account distributions.

You can open the distribution entry windows, but if any accounts are secured (not available to you) the account field will be blank and the message “Access denied/Account missing” will appear in the Description field. If you attempt to enter an account number that is secured, the message “You don’t have permission to create new accounts or view all accounts” will appear when you move from the field. The account and description fields will be cleared.

If you go to the System Setup PDF (By default it is located in C:\Program Files (x86)\Microsoft Dynamics\GP2013\Documentation) which talks about Organizational Structures which will be needed to use Account Level Security. You will want to refer to Part 5: Organization Structure. Chapter 24 through 27 of the PDF will go through setting up the Organizational Structure and Part 5, Chapter 28 discusses Account Level Security set up within Dynamics GP 2013.

Hope this helps. If you have any questions or concerns please let me know and I will be happy to help!
Community Member Microsoft Employee on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi Frank, I actually have a similar issue. I have a group of 3 users that I don't want to be able to access a handful of payroll accounts, specifically to not be able to view them. But it would be ok to shut off all access to these accounts as well. Is there an easy way? Thanks! Lynn
rmalouin on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi Frank,

Thank you for your answer.

No we do not have a particular group of users to limit account access to.

Could i find some information concerning "Organizational Structure" on your website? Or do you have any documentation to provide me?

Thanks
Frank Hamelly | MVP... 46,215 Super User 2024 Season 2 on at

Like (0)

Report

RE: How can we limited access to some GL accounts?

Hi Rich, you could activate 'Account Security' in the Company Setup window but this requires using a GP feature called Organizational Structures. There's a fair amount of setup required with Org Structures, so it's not just a 'switch it on and use it' scenario.

Do you have a particular group of users you want to limit account access to?