Access control - Reports access tab
This option enables you to allow or restrict a user from printing and viewing Creditor, Debtor, General ledger, Stock or User reports in a specific Set of Books.
In a small business you would normally have all options selected. Should you operate as a service entity (not trading in stock items), the Stock reports may be de-selected. As for larger businesses, where you wish to allocate specific accounting functions to specific users, you may wish to block or restrict a user printing and viewing specific reports, for example:
•Creditor reports - Select to allow access to print and view Creditor reports (Creditor's Age analysis, Creditor listing, Creditor labels, Creditor transactions and Remittance advises) only to the person working with the procurement or purchasing function (e.g. Procurement officer, Purchaser, etc.). You may then block or restrict all other users not working with Creditors from printing and viewing Creditor reports.
•Debtor reports - Allow access to print and view Debtor reports (Debtor's Age analysis, Debtor listing, Debtor labels, Debtor transactions and Debtor statements) only to the person working with Debtors (e.g. Credit controller). You may then block or restrict all other users not working with Debtors from printing and viewing Debtor reports.
•General ledger reports - Allow access to print and view General ledger reports only to the person working with the general bookkeeping function (i.e. Accounts clerk). You may then block or restrict all other users (e.g. the Purchaser and / or the Credit controller) from printing and viewing General ledger reports.
•Stock reports - Allow access to print and view Stock reports (Stock activity, Back order, Stock item labels, Stock movement summary, Stock re-order and Stock item listing) only to the person working with Stock (e.g. Stock controller, Purchaser, etc.). You may then block or restrict all other users not working with Stock from printing and viewing Stock reports. This option may be disabled for service entities (not generating documents, nor trading in stock items).
•User reports - Allow access to print and view User reports only to a specific person or persons.
To set the Reports access options for an user:
1.Click on the Setup → System parameters → Access control menu.
2.Click on the Reports access tab.
2.Make sure that the correct User is selected, or click on the User icon, for which you need to restrict or allow access to Reports.
3.Remove the tick to restrict the selected user, or place a tick in the field to allow access to the function. (You may press the Spacebar on your keyboard to select or deselect an option).
4.Click on the Apply button to save the changes for this user.
5.Select the next available user to restrict or allow access to batches and / or accounts, if necessary.
6.Click on any of the tabs to set the access levels for each selected user.
7.Once finished, click on the Close button to exit the "Access control" screen.