Budget Officer Security

Choosing Security by Budget Officers

Account security by budget officer is similar to account security by component: rows are set up for each Group ID indicating which budget officer codes the group can access. They can access any accounts associated with those budget officer codes. This security can be used in conjunction with component security, alone, or not at all.

The following illustration shows a sample setup of budget officer codes. Remember that the codes were set up to reflect the management hierarchy of the organization.

Also, remember that you can assign a budget officer code to General Ledger accounts. When using budget officer security, enter a budget officer code for each General Ledger account.

You can grant access to an account based on the accounts budget officer. For example, to use the Biology Supplies account, a group must have access to accounts with a Budget Officer of 03 02 01 __. This is similar to component security, where you would need access to department 5010 and object 5000 to use the Biology Supplies account.

You can assign access to specific budget officer codes or to groups of budget officer codes.

Budget officer codes can provide a simple way to set up your account security when you cannot grant access by department code or object code. For example, suppose salary accounts can only be accessed by the Director of Personnel. Since salary accounts are scattered through most departments, it would be inconvenient to grant department users access to all accounts except Salaries.

If you have a situation like this, you might want to consider using budget officer security to grant access. When you assign budget officer codes to each salary account, simply use a different Budget Officer code for accounts with limited access.

The illustration below shows how you might assign the Director of Personnels Budget Officer code (05 01 __ __) to salary accounts so that you can easily grant limited access. Using this approach, a group must have access to budget officer codes that begin with 05 01 in order to see salary accounts.

Use the Security by Budget Officer worksheet to define your organizations budget officer codes.

Choosing Security by Budget Officer and Account Component

You can use component security and budget officer security for the same person. The General Ledger program looks at both tables to determine if a person has access to an account. The program will keep searching until it can grant access or until there are no more security entries for the Group ID.

1.    The program reads the Group IDs entries in the Component Security table. If these entries do not grant access to the account, it moves on to the Budget Officer Security table.

2.    The program reads the Group IDs entries in the Budget Officer Security table. If none of these entries grant access, the user cannot see the account.

It might be appropriate to use both types of security for special situations. A budget officer may need access to their own accounts as well as the accounts of another budget officer.