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How do I stop a user posting to a prior and future period

Caroline Buckland Updated by Caroline Buckland

To prevent users from posting to historic or future periods and years during data entry in General Ledger, Accounts Receivable and Accounts Payable, follow the steps below. 

This feature is controlled via the facility denials option, this is set by security group not user. 

Locate the security group against the user

Firstly, Locate the security group of the user(s). 

Note: anyone with this security group will have this change applied. 

To locate the security group for the user(s) access the following menus. 

Systems Admin>System Wide Controls>Users & Roles>Users 

Note: you can also select the combined user setup option

Enter the User Id in the User field and select Search, or just select Search to build a full list of users. 

Use the Edit: View or Edit: Amend action against the user. 

Select the Security/BEM tab. The security group is listed below. 

Use the Exit button to get back to the menu. 

Setting the denials

Facility Denials – this is the amendment of the security group to revoke access to close periods and years. 

Access the following menus. 

Systems Admin>System Wide Controls>Security>Security Groups  

In the selection window enter the Security Group of the User and select Search. 

Select the Display: Facility Denials button. 

Enter EDX in the Program field, and select Search. 

Use the Edit>Amend action.

To deny any posting to closed periods/years enter a Y as show below.  To deny all options select the Deny All flag. Click on Update. 

This will stop all future and historic postings from all modules, General Ledger, Accounts Payable, Accounts Receivable etc. 

The user will need to log off and sign back into Financials for the change to take effect. 

Create a new security group

Do not make any changes to the STD security group, copy this security first.  Follow the steps below to create a new security group. 

Access the following menus. 

Systems Admin>System Wide Controls>Security>Security Groups  

Enter the security group in the window and select Search. 

Use the Edit: Copy button.

Enter a new Group and Description.  

Then select Save. 

The following message will appear, select Update. The facility denials attached to the security group you copied will be applied.

Repeat the steps above to access the facility denials screen. 

To attach the new group to a user, access the steps below. 

Systems Admin>System Wide Controls>Users & Roles>Users 

Enter the User Id in the User field and select Search, or just select Search to build a full list of users. 

Use the Edit: Amend action against the user. 

Enter the new security group in each of the four areas and update, repeat for each user that requires the new security group. 

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