[Sandy Browner]

Is there any way in GP2015 to limit user access to GL accounts based on sub account?  I want to limit any sub account that is 80 or greater.  My goal is that only power users can see them to even realize they exist.  When other accountants print a trial balance I don’t want them to be able to see these accounts or drill down into these accounts.

Thanks

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[SANDY] [BROWNER] [CPA]
[CONTROLLER]
[COLORADO AGRI PRODUCTS, LLC]
[STERLING] [CO]
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[Charles Allen]

I believe that Account Level Security can help you.

Here’s a link to an article about it. Microsoft Dynamics GP Account Level Security

Asif Fattah – MCT, MCITP		remove preview
Microsoft Dynamics GP Account Level Security Account Level Security in Microsoft Dynamics GP Microsoft Dynamics GP provides Account Level Security to enhance security and redistrict account view. Based on user’s position in your company structure, user can enter, edit and view financial account set, based on the account access granted to your users. View this on Asif Fattah – MCT, MCITP >

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Charles Allen
Senior Managing Consultant
BKD Technologies
Houston, TX
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[Beat Bucher]

Hi Sandy,
Definitely Account Level Security.. Charles pointed you in the right direction.
We’ve been using it since GP was installed over 10 years ago and it works perfectly when setup correctly..

——————————
Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Sandy Browner]

Finally able to get back to this project!  Thank you both for the info.  It seems straight forward but is this something I can work with in our TEST company without it affecting anything in our live system?  I have had some issues with other settings that I thought would only be affected in TEST but the changes also came through in the live system.

Thanks

Sandy

——————————
[SANDY] [BROWNER] [CPA]
[CONTROLLER]
[COLORADO AGRI PRODUCTS, LLC]
[STERLING] [CO]
——————————
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[Beat Bucher]

Yes definitely..
EAch company has its own settings when it comes to ALS, not like the GP security itself.. as it’s based on the chart of account, which can be different in each company.
However, there is no easy way to replicate the existing ALS structure to another company. But you can print out a full report.

Administration >> Cards >> System >> Organizational Tree
There you can also organize your tree and copy portion of the structure.. There is also function fo mass assign security to class of users (the only thing for which user class is still good 🙂 )

——————————
Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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[Leslie Vail]

Beat,
I don’t think that is correct. It seems to me that the Organizational Structure is used for Account Level Security and I believe you build one Organizational Structure for the whole system, not for each company individually. You also can define accounts to be included in any level of your structure; it doesn’t necessarily follow your account format.
Kind regards,
Leslie

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Leslie Vail
Accounting Systems Consulting, Inc.
Dallas TX
leslievail@earthlink.net 972-814-8550
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[Beat Bucher]

Oups,
Thank you Leslie.. right. The Organisational Structure is stored in the DYNAMICS..ORG40100 table, thus common to all the companies.

The assignment is stored in the company’s DB, but the structure is fairly complex.. I managed a few years back to assemble (or find) a SQL script that would list all the users & their GL Acct number assigned..

/******************************************************************
Created Jun 23, 2012 
This script is used for generate the details of users and the 
GL accounts which they have access to, when account level security
is activated in Dynamics GP.

Tables Used:
GL00100F1 - Account Master Filter1
GL00100F2 - Account Master Filter2
GL00100F3 - Account Master Filter3
GL00100F4 - Account Master Filter4
GL00105 - Account Index Master
SY01400 - Users Master
 
Revision History
No. User Date Description
*******************************************************************/
SELECT C.USERID ,
 LTRIM(RTRIM(B.ACTNUMST)) AS ACCOUNTNO
FROM ( SELECT ACTINDX ,
 RELID
 FROM dbo.GL00100F1
 UNION ALL
 SELECT ACTINDX ,
 RELID
 FROM dbo.GL00100F2
 UNION ALL
 SELECT ACTINDX ,
 RELID
 FROM dbo.GL00100F3
 UNION ALL
 SELECT ACTINDX ,
 RELID
 FROM dbo.GL00100F4
 ) A
 INNER JOIN GL00105 B ON A.ACTINDX = B.ACTINDX
 LEFT OUTER JOIN DYNAMICS..SY01400 C ON A.RELID = C.RELID
WHERE C.SECACCS = 0x00000000
UNION ALL
SELECT B.USERID ,
 LTRIM(RTRIM(A.ACTNUMST)) AS ACCOUNTNO
FROM GL00105 A
 CROSS JOIN DYNAMICS..SY01400 B
WHERE B.SECACCS = 0x01000000
ORDER BY USERID

Though it doesn’t show the ALS levels, it provides the base for the queries… but I think the embedded GP reports already do this. ?

——————————
Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
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