Prevent user posting to specific balance classes

Caroline Buckland Updated by Caroline Buckland

When processing Journals in General Ledger, all users by default have access to all Balance Classes.  Balance Classes are used to hold different types of balance information.  Here are some examples.

·       AB         Actual balances

·       B1         Initial Budgets

·       CO        Commitments                

Other balance classes can be created for your own use.  For example, you could use, B2 for revised budgets and B3 for a final budget.

To prevent users from posting to specific Balance Classes in General Ledger the Secured Balance flag can be set against the Balance Class code. Below is an example of the Base Budget.

This code is only accessed by Advanced staff, please raise a support case to make any changes.

The next step is to deny users access to the Balance Class, a setting needs to be made against their security group. This feature is controlled via the facility denials option, this is set by security group not individual user. 

Locate the security group against the user

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

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 

You can also select the combined user setup option

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

Use the View or Amend action against the user. 

The security group is listed on the Security /BEM tab. 

Use the Exit icon to get back to the menu. 

Setting the denials

Facility Denials – this is the amendment of the security group to revoke access to those secured balance classes. 

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 the Search button. 

Select the Display: Facility Denials button. 

Enter EDX in the Program field, click on Search. 

Use the Amend action access the details screen for the program.  

To deny any posting to a Balance Class you have set as Secured enter a Y in Post to secured balances code as show below. 

Select the Save button.

This will prevent users with this security group entering journals in General Ledger.

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

When a user enters a Journal and uses a secured balance class the following error message is displayed.

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