General Ledger (G/L) Authorization Keys

The following authorization keys apply to General Ledger functions.

BANK.RECON.DATE.EDIT

To edit the Reconciled Date on the Bank Reconciliation window, you need to have the Authorization Key BANK.RECON.DATE.EDIT. If you do not have this key, the field will be read-only and you will not be able to make any changes.

BANK.RECONCILIATION

To use the Bank Reconciliation utility you need the Bank.Reconciliation authorization key assigned to your user account.

. ClosedMore

Job Roles

Accounting Personnel

Levels

  • Level 1 - Allows access to only view a reconciliation.

  • Level 2 - Allows access to clear and reconcile transactions. User

  • can unclear/un-reconcile transactions, but without making changes to

  • editions made in previous sessions and / or by other users.

  • Level 3 - Can clear and can reconcile transactions. Can unclear

  • but cannot un-reconcile transactions previously reconciled for other

  • user or in other session before.

  • Level 4 - Full control. Can clear and reconcile. Can unclear and

  • unreconcile.

Dependencies

None.

Additional Information

None.

Required For:

Bank Reconciliation

GL.ACCOUNTS

Limits access to view designated general ledger accounts in G/L Inquiry. Users not assigned this key to limit the accounts they can see can view all accounts in G/L Inquiry. ClosedMore

Job Roles

Accounting Personnel

Levels

None

Dependencies

After assigning the authorization key, use the Detail option to display the Detail Selection window, where you build the list of accounts the user can view. For more information, see Assigning Authorization Keys to Users.

Additional Information

This authorization key applies only to G/L Inquiry.

Superuser authorization does not include this authorization key. To set this key for a superuser, assign it in addition to the SUPERUSER authorization key.

Required For:

GL.BRANCH.EDIT

Allows access to edit the G/L Branch field in the Additional Header Information window for a sales order generation. Changing the branch in this field changes the branch that records the general ledger posting for the order. ClosedMore

Job Roles

Accounting Personnel

Levels

None

Dependencies

None

Additional Information

The general ledger account for a sales order is determined by the Branch That Controls Branch That Receives Credit For The Sale and Branch That Receives Credit For The Sale control maintenance records.

Required For:

Changing the G/L Branch on the Additional Sales Order Header Information window.

GL.BRANCH.OVERRIDE

Allows access to post a journal entry to a G/L account that is not accessible to the branches defined as accessible for the account. ClosedMore

Job Roles

Accounting Personnel

Levels

None

Dependencies

None

Additional Information

When a user attempts to post a journal entry to an account that is not accessible to the branch, the system checks this authorization key, displays a warning, and does one of the following:

  • If this key is assigned, asks if the user wants to post to an inaccessible branch.

  • If this key is not assigned, prompts the user to enter a password to post to an inaccessible branch.

If the user continues, the system posts the journal entry to the designated account and then prompts the user to activate the G/L account for that branch.

  • If the user enters Yes, the system adds the branch to the account's list of accessible branches.

  • If the user enters No, the system does not add the branch to the account's list of accessible branches.

For information about setting accessible branches for a general ledger account, see Restricting Accessible Branches for G/L Accounts.

GL.CLOSE.DATE.EDIT

Allows access to edit general ledger closing dates in the edit dates in the Change G/L Closing Date window. ClosedMore

Job Roles

Senior Accounting Personnel, Financial Officers

Levels

  • Level 1 - Allows access to change any date except the Audit Close Date.

  • Level 2 - Same as level 1.

  • Level 3 - Allows access to also change the Audit Close Date. Assign Level 3 authorization only to the individual who has the final responsibility for the company's financial integrity.

Dependencies

GL.MAINT

Additional Information

Closing dates are not necessarily period end dates, only the cut offs for modifications to entries up through that date. If a user has access to edit closing dates, they can change the dates for only themselves and the session they are currently running, for a specific user, or to all users.

Required For:

Changing the G/L Closing Date

GL.EDIT.ENTRIES

Use the authorization key to determine the level of access a user has to the Journal Entry window. ClosedMore

Job Roles

Senior Accounting Personnel, Financial Officers

Levels

  • Level 2 - This is full access to the Journal Entry window. The user can view, edit, and create journal entries.

  • Level 1 - This is limited access, with view only and not editing access. The user can access the Journal Entry window in View Only mode. This level allows the user to retrieve and view an existing journal entry, but the user cannot edit it or create a new journal entry.

  • Level 0 - This is no access to the journal entries. When the user opens the Journal Entry window the system does not provide a way to retrieve or create a journal entry. The system displays the message, "Not authorized to create a new Journal Entry."

Dependencies

None

Additional Information

None.

Required For:

Changing the G/L Closing Date

GL.EDIT.EXPORTED.ENTRIES

Allows access to edit journal entries that have been exported. After a user edits an exported journal entry, the system prompts the user to re-transmit the journal.

The system prompts users not assigned this authorization key to enter a password to edit an exported journal entry.

Note: Users cannot edit journal entries in a closed accounting period.

GL.MAINT

Allows access to G/L maintenance and setup programs. ClosedMore

Job Roles

Accounting Personnel, System Administrators

Levels

Dependencies

None

Additional Information

Use G/L Account Maintenance to setup your accounts and templates.

Use product types to define categories that describe the product types you sell, for example, plumbing, electrical, and commodities. Use sales sources to define profit areas within a branch, such as showroom, or counter. The system uses product types and sales sources to determine the revenue account to which it posts sales.

Required For:

GL.REPORTING

Allows access to the G/L Report Generator to run reports such as balance sheets, income statements, and profit and loss statements. ClosedMore

Job Roles

Accounting Personnel, Finance Managers

Levels

None

Dependencies

None

Additional Information

The G/L Report Generator allows you to run standard reports, such as operating statements, and also allows you to create custom reports on your general ledger. For more information about the G/L Report Generator, see G/L Reports Overview.