Access to Accounts by User Maintenance

Menu Path: System Administration $Images\bluerarw.gif$ Security $Images\bluerarw.gif$ Access to Accounts by User Maintenance

Purpose

Grant or revoke specific users access to general ledger accounts.

Overview

Use Access to Accounts by User Maintenance to set up account security. You can use this window to set up specific users to have access to specific general ledger accounts. You can view user account access settings in Access to Accounts by User Inquiry or output a report of the settings in Access to Accounts by User Report.

For more information on setting up user security, see Setting Up a New System.

Assigning Access to Accounts

To assign account access for a user:

If your company uses consolidation ledgers, verify the ledger ID for which you want to assign account access is entered in the Ledger ID field.
Enter a user ID or user name in the User ID or User Name field. Available and selected general ledger accounts appear for the user in the Available Accounts and Selected Accounts grids.
Click the Update button in the ribbon.
If you want to filter the general ledger accounts in the Available Accounts grid, click the Lookup button to the right of the Lookup By field, select a filter criteria, enter a filter value in the Value field, and click the Show Data button in the ribbon.
Select a general ledger account in the Available Accounts grid, and click the Add button. Repeat this for all general ledger accounts for which you want to allow the user to access, or click the Add All button to allow the user to access all general ledger accounts in the Available Accounts grid.
Click the OK button in the ribbon. The Question dialog box appears, and asks if you want to replace the existing general ledger account access settings.
Click the Yes button. The general ledger account access is updated.

Copying Account Security from Another User

To assign a user access to the same general ledger accounts as another user, select the user from which you want to copy customer access, and then click the COPY TO button. The Copy Account Access to User window appears, and allows you to select the user to which you want to copy general ledger account access.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Access to Accounts By User Maintenance window.
Update	Click this button to update the user's access to general ledger accounts.
Show Data	Click this button to refresh general ledger account data based on the filter criteria entered in the Lookup By and Value fields.
OK	Click this button to save account access setting changes. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel making changes to account access. This button is only available after you click the Update button in the ribbon.
First	Click this button to display general ledger account access for the first user.
Prev	Click this button to display general ledger account access for the previous user.
Next	Click this button to display general ledger account access for the next user.
Last	Click this button to display general ledger account access for the last user.

Fields and Buttons

Field or Button	Description
User ID	Enter a user ID for which you want to view or change general ledger account access, or click the Lookup button to select a user ID.
User Name	Enter a user name for which you want to view or change general ledger account access, or click the Lookup button to select a user name.
Ledger ID	Enter a ledger ID which you want to view or change general ledger account access, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.

Main Tab Fields and Buttons

Field or Button	Description
Lookup By	Click the Lookup button to select a method for filtering general ledger accounts.
Value	Enter a value for filtering general ledger accounts based on the selected criteria in the Lookup By field. Example If Description is selected in the Lookup By field and J is entered in the Value field, after you click the Show Data button in the ribbon, only general ledger accounts with descriptions starting with J appear in the Available Accounts grid.
Available Accounts	This grid displays all general ledger accounts by default. If you enter a value in the Value field and click the Show Data button in the ribbon, the grid only displays general ledger accounts that meet the selected criteria. Note You can press the Ctrl or Shift keys while selecting general ledger accounts to select multiple general ledger accounts at the same time.
Add	Click this button to add the selected general ledger account in the Available Accounts grid to the Selected Accounts grid.
Remove	Click this button to remove the selected general ledger account from the Selected Accounts grid.
Add All	Click this button to add all general ledger accounts in the Available Accounts grid to the Selected Accounts grid.
Remove All	Click this button to remove all general ledger accounts from the Selected Accounts grid.
COPY TO	Click this button to display Copy Account Access to User, which allows you to copy access to general ledger accounts for users.
Selected Accounts	This grid displays general ledger accounts the selected user can access. Note You can press the Ctrl or Shift keys while selecting general ledger accounts to select multiple general ledger accounts at the same time.