This article reviews the 'Restricted Access - Usage' and 'Restricted Access - Hide Transactions' settings for GL Account Records.


Article Topics:

Overview


The 'Restricted Access' settings for GL Accounts are used to restrict a User's access to specific GL Accounts. Once restricted, that GL Account will only be available to Users who have the following Permission:

  • General Ledger → GL Accounts → Access Restricted GL Accounts    


There are two 'Restricted Access' settings on GL Account Records. 

  • Restricted Access - Usage - This setting restricts which GL Accounts appear in GL Account selection drop-down menus.

  • Restricted Access - Hide Transactions- This setting restricts which Transactions will be viewable by the User. 
    • Note: This setting requires that 'Restricted Access - Usage' is checked 



Restricted Access - Usage


Throughout R365, GL Account selection drop-down menus will list all GL Accounts for the associated GL Type. This allows Users to complete AP Invoices, Item Transfers, Waste Logs, and DSS Reviews.  


If a GL Account should not be available to all Users, it can be restricted by checking the 'Restricted Access - Usage' setting on the associated GL Account Record. 


For GL Accounts that do not have 'Restricted Access - Usage' enabled, the Account Name / Number will be made available in all GL Account selection menus for all Users. 


Best Practice:
To ensure that operations Users are able to complete Inventory Counts and AP Invoices, Cost Accounts (including COGS) and Expense Accounts should not have 'Restricted Access - Usage' checked.



Restricted Access - Hide Transactions


Throughout R365, GL Accounts appear on Transactions such as AP Invoices, Inventory Counts, Transfers, Waste Logs, etc.  


If the activity related to a GL Account should not be available for all Users, Transactions related to that GL Account can be hidden by checking the 'Restricted Access - Hide Transactions' setting on the associated GL Account Record. 

  • Note: This setting requires that 'Restrict Access - Usage' is checked. 


When 'Restricted Access - Hide Transactions' is enabled, all Transactions that contain a single line with a restricted GL Account will be hidden from Users without the 'Access Restricted GL Accounts' Permission.


Restricted Access and Bank Reconciliation


Since Bank Reconciliations require access to all Transactions in order to balance properly, Transactions associated with restricted GL Accounts are not hidden on the Bank Reconciliation page. Only Users with the 'Access Restricted GL Accounts' Permission will be able to open the details for any transaction that contains a restricted account. 


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'Restricted Access - Usage' Example


The GL Account list in the Accounting Module indicates if the GL Account 'Is Restricted Use'. In this example, the 'Restricted Access - Usage' checkbox for Account #5100 has not been checked (value of 'No') and the 'Restricted Access - Usage' checkbox for Account #5000 has been checked (value of 'Yes').


 


When a User editing an AP Invoice attempts to select the GL Account that will be used on the Transaction line item, Account #5000 is not visible, while Account #5100 is visible and selectable in the 'Select Account' drop-down menu. 


 

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Pages and Records Impacted by the 'Restricted Access - Usage' Setting


AreaPage / RecordRestricted Access - Usage

Restricted GL Account hidden in Account selector drop-downs
Accounts PayableAP Invoice✔
Mass AP Invoice✔
AP Credit Memo✔
AP Payments✔
AP CenterNew Invoice✔
Accounts ReceivableAR Transactions✔
BankingBank Expense Record✔
Bank Deposit Record✔
Bank Transfer Record✔
General LedgerJournal Entry Record✔
Memorized Transactions✔
OperationsAP Invoice✔
AP Credit Memo✔
Item Transfer✔
Waste Log✔
Setup AssistantAll Pages✔


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Pages and Records Impacted by the
'Restricted Access - Hide Transactions' Setting


AreaPage/RecordRestricted Access - Hide Transactions

Transactions with at least one line associated with a restricted GL Account are hidden
TransactionsAll Transactions✔
Transaction Details✔
Memorized Transactions✔
Accounts PayableAP Payment RecordX
All Transactions are displayed
Vendor Records✔
AP Transactions Page✔
AP CenterAwaiting Approval Tab✔
Ready for Payment Tab✔
Mobile APTransactions✔
AP Payments
✔

All AP Payments are displayed.

Invoices and Credit Memos associated with restricted GL Accounts within AP Payments are hidden

Approvals✔
Accounts ReceivableAR Transactions Page✔
Customer Record✔
BankingBank Transactions✔
Bank ReconciliationX
All Transactions are displayed.

Only Users with the 'Access Restricted GL Accounts' Permission will be able to open the details for any transaction that contains a restricted account.
Bank Activity✔
Restricted GL Accounts cannot be selected in the Bank Account drop-down
Bank Activity - Unmatched Tab✔
Bank Activity - Match Excluded TabX
All Transactions are displayed. However, Users without the 'Access Restricted GL Accounts' Permission will be unable open Transaction Records that contain restricted GL Accounts. 
Bank Activity - Rule Applied TabX
All Transactions are displayed
Bank Activity - Rule VaultX
All GL Accounts are displayed
General LedgerGL Accounts Page✔
Restricted GL Accounts are hidden
Journal Entries Page✔
DSS Journal Entries Page✔
OperationsInventory Transactions (Classic)✔
Inventory Counts✔
Items Page✔
Invoices Page✔
Transfers Page✔
Waste Logs Page✔
Commissary Catalog Page✔
My ReportsAccount Balance by Location Export✔
Account Balance by Location✔
AP Accrual✔
Bank to GL Reconciliation✔
Check Register✔
GL Account Detail Export
✔
GL Account Detail with Legal Entity - Portrait✔
GL Account with Legal Entity Export✔
GL Account with Legal Entity ✔
GL Account Detail✔
Payables Invoice Distribution✔
Receiving by Purchased Item✔
Undeposited Funds✔
Vendor Reconciliation Detail✔
Working Trial Balance✔
AdministrationAllocation Templates✔
Preset Allocations✔


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