General Ledger Accounting Roles and Permissions

Both roles have the the following permissions in the GL Account Management section.

The "Can view and download GL account activity" permission in this section grants access to the GL Account Activity page, which replaces the Campus Portal GL Account Lookup feature and lets users enter search criteria to view balance information for a selected range of GL accounts.

The accounts users can view on the GL Account Activity page are limited to those enabled on the Associations tab.

The GL account access roles let you restrict how users interact with account information throughout the system. You can provide unrestricted or restricted access based on your selection in the GL Account Security section on each role's Permissions tab.

When the Can view all GL accounts (unrestricted) checkbox is selected, users in the role can see all the GL accounts everywhere in the system unless otherwise restricted (e.g., some GL accounts may not be visible based on your school's configurations or other permissions). For example, when someone creates a requisition in the Procurement hub, they can select from the comprehensive list of GL account numbers in the system.

When the Can view all GL accounts enabled by associations (restricted) checkbox is selected, users in the role will only see the GL accounts that have been enabled on the Associations tab. For example, when someone creates a requisition in the Procurement hub and only the department cash accounts have been enabled on the Associations tab, they will see only those cash accounts in the GL accounts list.

The Associations tab identifies which accounts the role has access to. Role permissions are applied to all of the associations enabled on this tab. Depending on the GL Account Security, the enabled accounts may be the only ones visible to users when they work outside of the GL Accounts page.

GL Account Component Access Role

When account access is granted via account components, the Associations tab lists the available options and combinations for the components defined on the General Ledger Settings page (e.g., Component 2 and Component 3). (The General Ledger Settings page mirrors the Desktop General Configuration window, G/L tab.) The module manager can enable one or more of the components your school has defined. If your school has defined two security components, you can also define which combination of account components users can access.

You can use the Access to all component values filter options to enable access for all accounts or just for accounts associated with the specified component.

Notice

To grant access to all accounts associated with the Alderman Library (Object component 0101), enable access for the row with "Access to all component values" in the Department column.

The Association Filter can narrow down the list of component combinations. The Has accounts filter is particularly helpful for viewing component combinations that have GL accounts associated with them. Use the View accounts button to see which accounts are tied to a component combination.

Notice

Jenzabar University has set Component 3 (Department) as Account Security Component 1. Stacey is a module manager who grants access to the school's accounts. She wants to give Jeff access to accounts in the math, biology, and physics departments. When Account Security Component 1 is selected on the General Ledger Accounting GL Account Component Access role, Associations tab, a list of the school's departments displays (e.g., 2000 - Math, 3000 - Biology, 4000 - Physics, etc.). For Jeff's access, Stacey enables the 2000, 3000, and 4000 components. When Jeff works in the GL module, he'll be able to see account information for GL accounts where the value for Component 3 is either 2000, 3000, or 4000.

GL Account Alternate Code Access Role

When account access is granted via alternate security codes, the Associations tab lists the alternate codes that are defined on the Desktop Define Alternate Account Security Groups window. Module managers can enable the appropriate codes for each role.

GL accounts can also be associated with an alternate security code when they are created or edited. Each alternate security code on the role's Associations tab lets you view the associated accounts to help you determine who should have access.

Alternate codes honor an alphanumeric hierarchy. Codes that are based on an existing code are considered children of the existing code. For example, a parent code 'A' has children codes of "A1', 'A2', and 'A3'. When users are granted access to the parent code, they are also granted access to all the child codes.

Tip

You can use the Association Filter to narrow down the list of alternate security codes displayed. The Has accounts filter is particularly helpful for viewing alternate security codes that have GL accounts. Use the View accounts button to see which accounts are tied to an alternate security code.

Notice

The school has defined security codes A, A1, and A11. The account for the baseball team is associated with code A, the account for the basketball team is associated with code A1, and the account for the volleyball team is associated with code A11. Kyle has access turned on for code A1, so he can see accounts for the basketball and volleyball teams.

The following permissions are available for the role. These permissions apply generally to the Projects page; access to specific project codes is granted via the Associations tab.

You can provide unrestricted or restricted access to project-related information based on your selection in the Project Security section.

When the Can view all projects (unrestricted) checkbox is selected, users in the role can see all project codes everywhere in the system. For example, when someone enters a transaction in a batch, they can select from the comprehensive list of project codes.

When the Can view only projects enabled by associations (restricted) checkbox is selected, users in the role will only see the project codes that have been enabled on the Associations tab. For example, when someone enters a transaction in a batch, they can only select from the project codes that have been enabled on the Associations tab.

When new projects are created, the project codes are added to the project code list on the Associations tab. On the Create Project page, you can turn access on for one or more General Ledger Accounting Project Access roles in the Assign Project Security Access section. If access has been turned on, the project code will be enabled on the Associations tab of the associated role when the project is saved.

All batch access grant access to the Batches pages and batch detail pages, and provide many or all the permissions listed below.

Source code associations enable access to the batch source code combinations you want users to access. Each batch type is a separate role in Jenzabar One Web (e.g., the source codes associated with Accounts Payable batches are managed in the General Ledger Accounting Accounts Payable Batches role). Users that need access to source codes in different batch types need to be added to multiple roles.

This role grants permission to manage the General Ledger Accounting Settings page. The settings on that page mirror the Desktop General Configuration window, G/L tab. Additionally, this role grants permissions to manage custom content blocks on General Ledger Accounting and Administration hub Summary pages. (Custom content blocks can be used for announcements and to display important metrics based on data sets.) This role also provides access to the Account Component Definitions and Source Code Definitions.

This role grants access to view, edit, and download transactions from the Transactions list page. Additionally, it grants permission to view GL account balances. (This functionality is also available in the Desktop Look Up Account Transactions window.)

This role grants permissions to view, edit, create, delete, download, and process monthly adjustments.

This role allows users to access the Reports hub and generate the following general ledger reports.

This role is for module managers, and allows users outside of IT to manage who can access features and information in the General Ledger Accounting hub.

There are two permission groupings in this role. The General Ledger Roles section lets module managers view and manage General Ledger Accounting roles, as well as copy roles, update the permissions, and assign users to the role.

The General Ledger Users section lets module managers see which users in the system can access General Ledger Accounts features and add or remove them from role assignments.