How to Use G/L Access Editor

The G/L Access Editor facilitates Custom definition of accounts to which the user has access. General Ledger security is defined by using a combination of allowed and excluded accounts. Accounts can be selected by means of a dictionary in combination with adding or removing individual accounts by building G/L Included List of G/L Excluded List.

This feature is available in the following screens: Edit Role, Edit User Group and Edit User.

1. In the Security Access section, click on the G/L Access drop-down menu to select the Custom option. The Edit G/L Access button becomes available.

2. Click on the Edit G/L Access button. The G/L Access Editor dialog box will display.

3. In the G/L Access Editor dialog box, Click on the Add Operator button to create a top level condition list. The G/L Search Results section will change to Operator Options.

4. Based on requirements, in the Logical Operator section, select one of the following radio buttons: AND or OR.

5. Click on the Accept button. The selection will display on the left side of the screen under G/L Dictionaries Based Filter and the upper right side of the screen changes back to G/L Search Results.

Selected logical operator is applied between all Conditions within the same level. Every level is expected to have one or more conditions. One level may include another level.

6. Click on the Actions drop-down menu beside the AND or OR selected and select Add Condition to create a new condition within the current level. The G/L Search Results section will change to Condition Options.

Note: Further actions on existing condition(s) are available by clicking on the Actions drop-down menu. Click on any of the following options: Add Operator, Modify and Remove (See table below).

Then

Add Operator

(creates new level of conditions)

The G/L Search Results section will change to Operator Options.

1. Select one of the following radio buttons: AND or OR.

2. Click on the Accept button. The selection will display on the left side of the screen under G/L Dictionaries Based Filter and the upper right side of the screen changes back to G/L Search Results.

Alternatively, click on the Close button without adding a logical operator.

Modify

(opens Operator Options dialogue for current level)

The G/L Search Results section will change to Operator Options and display information regarding the selected logical operator.

1. Select one of the following radio buttons: AND or OR.

2. Click on the Accept button. The selection will display on the left side of the screen under G/L Dictionaries Based Filter and the upper right side of the screen changes back to G/L Search Results.

Alternatively, click on the Close button without adding a logical operator.

Remove

(deletes current level)

The logical operator will be removed from the G/L Dictionaries Based Filter section.

7. In the Conditions Options section, under Type, select one of the following radio buttons: Range (selected by default), G/L Location or List.

The Range type radio button allows the creation of a filter, based on a specific dictionary code. For example: Function greater than 06, whereas the G/L Location type radio button is a dynamic "wild card" option. It comes into play at run time. When the user logs in and selects a specific Location, the system uses the selected Location code as part of G/L security filter, allowing the user to see and use only G/L Accounts pertaining to the login location. When List is selected, the list for G/L Account/Alias Dictionaries allows the selection of multiple codes at the same time.

If	Then
Range radio button is selected	1. Click on the G/L Account/Alias Element drop-down menu to select an option. This drop-down menu contains a list of settings from G/L Account Format and Alias Format. 2. Click on the Comparison Operator drop-down menu to select an option. 3. Click on the G/L Account/Alias Dictionary drop-down menu to select an option. The G/L Account/Alias Dictionary drop-down field contains a list of G/L or Alias codes based on the selection made in the G/L Account/Alias Element drop-down menu. 4. Proceed to Next Step.
G/L Location radio button is selected	1. Click on the Membership Operator drop-down menu to select an option. Select IN to use Location "wild card" option. NOT IN has an opposite effect. Note: The G/L Account/Alias Element drop-down menu will be unavailable and read-only, based on settings in Accounting Settings > Accounting > G/L Alias Element Containing Location Code. The G/L Locations drop-down menu will also be unavailable and read-only. 2. Proceed to Next Step.
List radio button is selected	1. Click on the G/L Account/Alias Element drop-down menu to select an option. This drop-down menu contains a list of settings from G/L Account Format and Alias Format. 2. Click on the Membership Operator drop-down menu to select an option. Select IN to use Location "wild card" option. NOT IN has an opposite effect. 3. Click on the G/L Account/Alias Dictionary drop-down menu to select an option. The G/L Account/Alias Dictionary drop-down field contains a list of G/L or Alias codes based on the selection made in the G/L Account/Alias Element drop-down menu. 4. Proceed to Next Step.

4. Click on the Accept button. The system will refresh the view as follows (letters below correspond to screenshot):

B.Result view [immediately underneath the tree-view] displays linear interpretation of selected conditions.

C.G/L Search Results displays the list of G/L Accounts based on selected filtering criteria.

Note: For the G/L Location option the Location "wild card" is not reflected immediately on the result list. It becomes effective when the user logs into the K212 Finance Application.

8. In addition to the dictionary based filters there are two (2) more optional features: G/L Included List and G/L Excluded List.

The G/L Included List is effective when one or more specific G/L Accounts are required in addition to the list defined by the Dictionary Based Filters.

Note: To include or exclude an individual G/L Account, click on the Action drop-down menu beside the corresponding G/L account and select either Include or Exclude. The G/L Account will display in G/L Included List if Include was selected or the G/L Excluded List if Exclude was selected.

9. If applicable, click on the New button under the G/L Included List or the G/L Excluded List section.

10. Enter the G/L Account Number to include or exclude or click on the Search icon to search for a G/L Account.

11. Click on the Accept button to include or exclude the selected G/L(s) or click on the Close button without including or excluding any G/L(s).

Note: To delete a G/L in the grid, click on the Action drop-down menu beside the corresponding G/L and select Delete.

12. Click on the Save button to close the G/L Access Editor dialog box and save the G/L Security settings in session memory, or click on the Cancel button to close the G/L Access Editor dialog box without saving changes.