Account Security

Every person who works with accounts in the General Ledger has special access needs (i.e., the ability to add, view, change, and delete accounts and transactions).  

If a user has access to the Biology Supplies account, they can inquire into the balance of that account, create an invoice to that account, view transactions from that account, etc. A person who has no access to the Biology Supplies will not see the account or its transactions on a window or report that they have run.

Each person who works on the computer is called a user and has a unique User ID. Your system administrator has a list of all User IDs for your organization. Every User is assigned to a Group ID. It is through the Group ID that you will control a persons access to accounts. Multiple users can be assigned to a group; however, you can also have only one user in a group if necessary.

Group ID

Name

Position

Access needed

BUMGR

Mary Lu Imhoff

Business Office Mgr

All G/L accounts

SYSA

Ronald O. Swartz

System administrator

All G/L accounts

PEDIR

David J. Smith

Personnel Director

Salary accounts

HBIO

Sheri A. Hartzler

Dept Head: Biology

Biology department accounts

SBIO

Stephen W. Walsh

Biology secretary

Biology supplies & equip

Using the access needs identified above, the following table shows the accounts that each Group ID will be able to access.

Account #

Description

BUMGR

SYSA

PEDIR

HBIO

SBIO

01-01-5010-5000

Biology Supplies

Y

Y

N

Y

Y

01-01-5010-5100

Biology Equip

Y

Y

N

Y

Y

01-01-5010-5200

Biology Salaries

Y

Y

Y

Y

N

01-01-5020-5000

Chem Supplies

Y

Y

N

N

N

01-01-5020-5100

Chemistry Equip

Y

Y

N

N

N

01-01-5020-5200

Chemistry Salaries

Y

Y

Y

N

N

01-01-5030-5000

English Supplies

Y

Y

N

N

N

01-01-5030-5200

English Salaries

Y

Y

Y

N

N

 

Assigning account security is simply identifying each group and the accounts they can use. The General Ledger module provides two ways to assign account access to groups.

·       Account Components You can select two components from your account number and assign access based on these components. For example, you can assign Sheri Hartzler (HBIO) access to only the accounts that have a department component of 5010 (Biology).

·       Budget Officer You can assign access to an account based on the accounts Budget Officer code. For example, you can set up a group to have access to all accounts for which they are the budget officer.

General Ledger looks to the components and the budget officer to try to grant a group access to an account. If neither place grants access, the account will not appear on the window or report. If either place grants access, the account will appear.

 

If you are configuring your General Ledger system, fill out the Account Security Components and Security by Account worksheets.