Access control - Batches access tab
By default, all users have access to all accounts, which implies that a user has access to each of the accounts in the Set of Books i.e., General ledger accounts (Income and Expense Accounts, Capital, Assets and Liabilities accounts), Bank accounts, Tax accounts, Debtor (customer / client) accounts and Creditor (supplier / vendor) accounts.
When accessing the option to block accounts, all the accounts in the Set of Books are listed. Should you wish to restrict or block access to specific accounts, simply deselect (remove the tick) from each of the accounts you wish to block access for a user. The user will then not be able to process any transactions to the blocked or restricted accounts.
In addition to this access control feature, you may also allow or restrict a user from Posting batches and / or Updating documents to the Ledger, to enter transactions in Batches (Journals) or to create and edit Documents (Invoices, Purchases, Credit notes and Supplier returns). If you allow a user to enter transactions in Batches (Journals), you may restrict a user from accessing and processing transactions in batches (journals). For example, if you have a Petty Cashier, you may allow that person to only access the Petty Cash Payments journal. The Petty Cashier will then only have access to process transactions in the Petty Cash Payments journal.
To set the Batches access options for an user:
1.Click on the Setup → System parameters → Access control menu.
2.Click on the Batches access tab.
3.Make sure that the correct User is selected, or click on the User icon, for which you need to restrict or allow access to Batches or Accounts.
4.Remove the tick to restrict the selected user or place a tick in the field to allow access to the batches (journals). (You may press the Spacebar on your keyboard to select or deselect an option).
5.Click on the Select accounts to block button.
6.Select the accounts to block - place a tick to restrict the selected user or remove a tick in the field to allow access to accounts. (You may press the Spacebar on your keyboard to select or deselect an option).
7.Click on the OK button to save the selection or changes.
8.Click on the Apply button to save the changes for this user.
9.Select the next available user to restrict or allow access to batches and / or accounts, if necessary.
10.Click on any of the tabs to set the access levels for each selected user.
11.Once finished, click on the Close button to exit the "Access control" screen.
Error message - Batch restricted
If any user tries to access a batch type or journal type for which access has been disabled, the error message will be displayed:
"User cannot use this batch! Enable access in Setup -> Access control"
Click on the OK button. You may then have to -
1.Select the correct batch (journal), if the incorrect batch was selected.
2.Contact your System Administrator to allow access to this batch (journal).