General Ledger
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      How to restrict access to a GL Account

      This function allows you to restrict access to data for selected GL Accounts to specific offices or users.

      Pre Requisites

      Example:

      If you have finance accounting users who can view general ledger transaction data, but you don't want them to see transaction data for other accounts like payroll, then you can consider restricting access.

      Steps:

      1. Navigate to ACCOUNTING > General Ledger > General Ledger Accounts.
      2. Select the ACCOUNT NO. you wish to restrict access to. 
      3. Click on either Office Restrictions or User Restrictions. 
        Maria Large Knowledge Base Template -Jul-18-2023-07-11-48-5846-PM

      Office Restrictions

      Steps:

      1. Check the NO RESTRICTIONS CURRENTLY APPLIED, CHECK TO APPLY RESTRICTIONS box. 
      2. Select the office that needs to gain access to the GL account.
      3. Give and restrict access to the offices by clicking the arrow keys. 
        Maria Large Knowledge Base Template -Jul-19-2023-02-49-59-4750-PM
      4. Click SAVE or SAVE & CLOSE. 

      User Restrictions

      Steps:

      1. Check the NO RESTRICTIONS CURRENTLY APPLIED, CHECK TO APPLY RESTRICTIONS box. 
      2. Select the employees that need to gain access to the GL account.
      3. Give and restrict access to the employees by clicking the arrow keys. 
        Maria Large Knowledge Base Template -Jul-19-2023-02-55-27-9375-PM
      4. Click SAVE or SAVE & CLOSE. 
      • Search for the account in any system search (e.g., search general accounts) to view the entry details or modify the access rights.
      • Users without access to this account cannot run a detailed transaction report or drill down to see its individual journals or payments.
      • Users with access to only summary-level reports such as Profit & Loss Reports will still see the total posted to restricted accounts but cannot view transaction details.

      Related Links: 

      General Ledger - How to drill down to transactions

      General Ledger Accounts - How to search

      General Ledger Accounts - How to create