You use access privileges to control the information roles/users can add, edit, delete or view. You use access privileges in conjunction with access management. Proceed cautiously before making changes to any access privileges as any changes may have an impact on other users in your system.
You can change payment access privileges from either the Access Privileges screen on the Main Menu or from the Accounts Payable Configuration screen on the Access Privileges tab.
Below is a list of available accounts payable access privileges.
Ability to Change 1099 Information
This access privilege controls who can use the 1099 process. Any roles/users assigned to the privilege has full access to all 1099 processes while any roles/users not assigned to the privilege cannot access the 1099 process. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have full access to all 1099 processes. If only one role/user is assigned to the privilege, all other roles/users have view only access if they have access to the menu option.
Allow Access to Export Batch
This access privilege controls who can export batches. Any roles/users assigned to the privilege can export batches while any roles/users not assigned to the privilege cannot export batches. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can export batches.
Allow Adding of Supplier Accounts
This access privilege controls who can add supplier accounts or change the Payables designation when editing a supplier account from another module. Any roles/users assigned to the privilege can add supplier accounts and change the Payables designation while roles/users not assigned to the privilege cannot add supplier accounts or change the Payables designation when editing supplier accounts in other modules. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add supplier accounts and change the Payables designation when editing supplier accounts from other modules.
Allow Approval of Expense Reports by Department
This access privilege controls who can approve expense reports. Roles/users can only approve expense reports for the departments assigned to them. Roles/users are assigned security privileges in 2 parts - Assign Access Privileges and Assign Details. When a user is assigned to the privilege, Assign Details defaults to all departments If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to approve all expense reports. If a role/user is assigned to the privilege (activating the privilege), all unassigned roles/users cannot approve expense reports for departments they are not assigned.
Allow Merging of Accounts with Accounts Payable Info
This access privilege controls who can merge duplicate accounts with Accounts Payable information. Any roles/users assigned to the privilege can merge accounts that have Accounts Payable information while any users/rules not assigned to the privilege cannot merge accounts with Accounts Payable information. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can merge accounts with Accounts Payable information.
Allow Posting of Expense Reports
This access privilege controls who can post expense reports. Any roles/users assigned to the privilege can post expense reports while any users/rules not assigned to the privilege cannot post expense reports. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can post expense reports.
Allow Posting of Voucher Batch
This access privilege controls who can post vouchers. Any roles/users assigned to the privilege can post vouchers while any roles/users not assigned to the privilege cannot post vouchers. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can post vouchers.
Allow Update of Payable Demographics
This access privilege controls who can update the Payable Demographics. Any users/roles assigned to the privilege can add or update the A/P Demographics for supplier accounts while any roles/users not assigned to the privilege cannot add or update the A/P Demographics for supplier accounts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add and update the A/P Demographics for supplier accounts.
Allow View of Payable Demographics
This access privilege controls who can view the Payable Demographics. Any users/roles assigned to the privilege can view the A/P Demographics for supplier accounts while any roles/users not assigned to the privilege cannot view the A/P Demographics for supplier accounts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view the A/P Demographics for supplier accounts.
Assignment of Checks/Reference
This access privilege controls who can assign check and reference numbers to payments. Any roles/users assigned to the privilege can assign check and reference numbers to payments while any roles/users not assigned to the privilege cannot assign check and reference numbers to payments. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can assign check or reference numbers to payments.
Delete Vouchers
This access privilege controls who can delete unposted vouchers. Any roles/users assigned to the privilege can delete unposted vouchers while any roles/users not assigned to the privilege cannot delete vouchers. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can delete vouchers.
Payment Selection
This access privilege controls who can process supplier payments. Any users/roles assigned to the privilege can select vouchers for payment and enter manual payments, wire transfers and drafts. Any roles/users not assigned to the privilege cannot select vouchers for payment. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can select vouchers for payment.
Print Checks
This access privilege controls who can printing checks. Any roles/users assigned to the privilege can print checks for payments. Any roles/users not assigned to the privilege cannot print checks for payments. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can print checks for payments.
Reconciliation
This access privilege controls who can reconcile payments. Any roles/users assigned to the privilege can clear outstanding payments while any roles/users not assigned to the privilege cannot clear outstanding payments. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can reconcile payments.
View Payables Ledger
This access privilege controls who can view the Payables Ledger for suppliers. Any roles/users assigned to the privilege can view the Payables Ledger for suppliers while any roles/users not assigned to the privilege cannot view the Payables Ledger for suppliers. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view the Payables Ledger for suppliers.
Void Payments/Checks
This access privilege controls who can void payments. Any roles/users assigned to the privilege can void outstanding payments while any roles/users not assigned to the privilege cannot void outstanding payments. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can void outstanding payments.
Vouchers
This access privilege controls who can add, edit and void vouchers. Any roles/users assigned to the privilege can add, edit and void vouchers while any roles/users not assigned to the privilege cannot add, edit or void vouchers. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add, edit and void vouchers.
Note that you are able to restrict access to vouchers by department using the Allow Access to Purchasing/Vouchers by Department access privilege. If a role has both access privileges, the Vouchers access privilege takes precedence and the user will see all vouchers.
Comments
8 comments
Looking to see if anyone has any insight into the Payables role and what access privileges are needed to only access the payables ledger without having any access to edit or update the account itself. We have a couple of users (outside of the accounting department) who want to access the payables ledger to view invoices and if/when they've been paid, and if there are any outstanding balances. However, we don't want them to be able to edit anything on that account (Account Name, contact information, etc). Right now it appears the only way we can give them the ability to view this information is by adding the additional role to the user, which is granting them extensive functionality that's not needed. Is there a way to build out a role for specific users, or give them an individual access privilege, to grant them access without compromising the integrity of the data?
0 upvotes
Hi Morgan,
You can use the View Payables Ledger access privilege to control who can see the Payables Ledger.
Can you explain more about the editing accounts part? Is it that they can access the account from the Payables Ledger or is there another workflow that is getting them to the Edit Account screen?
Thanks,
Maggie
0 upvotes
The AP 'allow adding of supplier accounts' prevents contacts from being added to supplier accounts. Can we allow users to add contacts but not accounts?
0 upvotes
Hi Gavin,
Allow update of payable demographics privilege should let user add a contact to existing supplier accounts by editing the account and add contact from edit account window.
Thanks
0 upvotes
Hi Irene,
Thanks for your reply.
That would also allow a user to access and edit bank information though wouldn't it which we wouldn't want.
0 upvotes
Hi Gavin,
Unfortunately, currently there is no access privilege that will allow user just to add contact on supplier account without having other access you mentioned.
0 upvotes
Hi
Is there a privilege to only allow certain accounts to be able to be chosen by a role or user when raising a requisition?
Thanks
Kris
0 upvotes
Hi Kris,
As mentioned in the A/P Demographics article, it is not currently possible to restrict which supplier accounts can be selected on a Requisition or Purchase Order.
Many thanks,
Chelsea
0 upvotes
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