GL Accounts can have additional, Location-based, security set on the GL Account record. Similar to how the 'Available to Managers' feature limits accounts from being seen and selected, GL Account Location Security can be set to limit accounts for use on only select Locations or Location Reporting Categories (groups of Locations). GL Account Location Security can also be considered a form of 'white-listing' Locations for use on a specific GL Account.
Setting up GL Account Location Security
Open the GL Account record and navigate to the 'Location' tab. By default each GL Account will be accessible to 'All Locations'
To limit the GL Account to specific Locations, or to specific Location Reporting Categories, click the radio button to make the change. Once clicked, a selection grid will appear where the Locations or Location Reporting Categories can be selected
GL Account Location Security In-Use
Location Security is based on the Location value that has been set on the Detail row that is being entered. If the selected Location is not accessible to the GL Account, it will not appear in the Account selector for selection.
For example, GL Account '2330 - Alcoholic Beverage Tax Payable - Wine' has been limited to only Locations that serve Wine on their menu. Other Locations that do not serve Wine have not been included as available accounts (white-listed).
When attempting to record an expense against this account on an included Location, it appears as expected (click here to see an animated gif of this example)
When attempting to record an expense against the account on a non-included Location, the Account does not appear and cannot be selected or assigned (click here to see an animated gif of this example)
GL Account Location Security Exceptions
The following are exceptions to GL Account Location Security:
Default Accounts used on System Preferences
GL Accounts that have been assigned as Universal Accounts on System Preferences cannot be limited to specific Locations or Location Reporting Categories. If you attempt to set Location Security on one of these accounts, you will find that the radio buttons are not usable, and the following error will appear in a tooltip when hovering over this option:
If a Bank Account has been assigned a Default Location (Location 100 in this example), and you attempt to set Location Security on the GL Account, a popup warning will appear informing you that the Default Location is required as one of the 'Available' or white-listed Locations.
The Location Security can still be set, but the Default Location on the Account will not be able to be removed like other available Locations, as shown below:
Note: if the Default Location is changed to a different Location or removed entirely (Default Location is not a required field), then the previously required Default Location can be manually removed without receiving the above warning
Due to / Due From GL Accounts assigned on Legal Entities
GL Accounts that have been assigned as Due to / Due From Accounts on Legal Entity records cannot be limited to specific Locations or Location Reporting Categories. If you attempt to set Location Security on one of these accounts, you will find that the radio buttons are not usable, and the following error will appear in a tooltip when hovering over the options: