General Ledger (G/L) Authorization Keys

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:

• Using the General Ledger

• Using G/L Inquiry

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.

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.

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

Job Roles

Accounting Personnel, System Administrators

Levels

• Level 1 - Allows access to the G/L Account Maintenance program for creating and maintaining general ledger accounts.

• Level 2 - Allows access to the G/L Account Maintenance, the G/L Product Types, and G/L Sales Sources programs.

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:

• Defining G/L Allocations

• Defining G/L Product Types

• Sales Sources Overview

• G/L Account Maintenance

• Creating G/L Report Templates

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.