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 accounts receivable access privileges from either the Access Privileges screen on the Main Menu or from the Accounts Receivable Configuration screen on the Access Privileges tab.
Below is a list of available accounts receivable access privileges. See Invoicing Access Privileges, Payment Access Privileges, Credit Card Access Privileges and Payment Plan Access Privileges for access privileges specific to those processes.
Add/Change Receivable Vouchers
This access privilege controls who can add and edit accounts receivable vouchers. Any roles/users assigned to the privilege can add and edit accounts receivable vouchers while any roles/users not assigned to the privilege cannot add and edit accounts receivable vouchers. If no roles/users are assigned to the privilege, then no roles/users can add and edit accounts receivable vouchers.
Allow Batch Creation in Receipt Reconciliation
This access privilege controls who can access the Create Batch action on the Cash Receipt Inquiry & Reconciliation screen. Any role/user assigned to the privilege can create batches from the Cash Receipt Inquiry & Reconciliation screen based on value assigned to the role/user. An A in the Value field indicates that the role/user can create a batch from all non-batched transactions. A U in the Value field indicates that the role/user can create a batch only from non-batched transactions entered by the logged in user.
Allow Cash Application
This access privilege controls who can apply cash applications. Any roles/users assigned to the privilege can apply cash while any roles/users not assigned to the privilege cannot apply cash manually. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can apply cash. This access privilege does not apply to the automatic application of cash during posting of cash or invoicing.
Allow Cash Application Across Customer Accounts
This access privilege controls who can apply cash applications that move funds across accounts. Any roles/users assigned to the privilege can apply cash that move funds across accounts while any roles/users not assigned to the privilege cannot apply cash that move funds across accounts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can apply cash that moves funds across accounts.
Allow Cash Control Batch without Event ID
This access privilege controls who can create a cash receipt control batch without an event ID. Any role/user assigned to the privilege can create a cash receipt control batch without an event ID while any role/user not assigned to the privilege option cannot create a cash receipt control batch unless there is an event ID assigned to the batch. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can create cash receipt control batches without an event ID.
Allow Mass Issue of Customer Statements
This access privilege controls the number of customer statements a role/user can send. The Value field is used to indicate the maximum number of customer statements a role/user can send with 999999999 indicating unlimited. If no roles/users are assigned to this privilege, it is considered inactive, and all users send an unlimited number of customer statements. If a role/user is not assigned to the privilege and other roles/users are or no security value is specified for a role/user assigned to the privilege, the role/user cannot send customer statements.
Allow Mass Issue of Dunning Statements
This access privilege controls the number of dunning statements a role/user can send. The Value field is used to indicate the maximum number of dunning statements a role/user can send with 999999999 indicating unlimited. If no roles/users are assigned to this privilege, it is considered inactive, and all users send an unlimited number of dunning statements. If a role/user is not assigned to the privilege and other roles/users are or no security value is specified for a role/user assigned to the privilege, the role/user cannot send dunning statements.
Allow Merging of Accounts with Accounts Receivable Info
This access privilege controls who can merge accounts with accounts receivable information. Any roles/users assigned to this privilege can merge accounts that have account receivable information. Any users/roles not assigned cannot merge accounts with accounts receivable information. If no roles/users are assigned to the privilege, all roles/users can merge accounts with accounts receivable information.
Allow Optional Cash Batch in GL Distribution
This access privilege controls the selection of payment transactions in accounts receivable GL distribution. Any role/user assigned to the privilege can pull payments with or without a cash batch ID. Any role/user not assigned to the privilege can only pull payments with a cash batch ID. If no roles/users are assigned to the privilege, it is considered inactive, and all users can pull transactions with or without a cash batch ID.
Allow Override of GL Distribution on Cash Receipt Batches
This access privilege controls access to the GL Distribution tab on the Edit Cash Batch Detail and Edit Payment screens. Any role/user assigned to the privilege can override the standard GL distribution with a distribution directly on the Edit Cash Batch Detail and/or Edit Payment screen while roles/users not assigned to the privilege cannot. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can override the GL distribution on the Edit Cash Receipt Batch and Edit Payment screens.
Allow Process of Membership Past Due Accounts
This access privilege controls who can process past due memberships from the Review Past Due Memberships screen. Any role/user assigned to the privilege can use the Process Past Due action while any role/user not assigned to the privilege cannot use the action. If no roles/users are assigned to the privilege, it is considered inactive, and no roles/users can use the Process Past Due action.
Allow Selection of All Transaction Types in GL
This access privilege controls which transaction types roles/users can selected for accounts receivable journal entries. Any role/user assigned to the privilege can select all transaction types (Payments, Charges, and Adjustments) for a journal entry. Any role/user not assigned to the privilege cannot generate a journal entry with all transaction types (Payments, Charges, and Adjustments) selected. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can select all transaction types on a single journal entry.
Allow Undo/Modify of Cash Control Batch
This access privilege controls who can undo or add to a cash receipt control batch other than those batches entered by the same user. Any role/user assigned to the privilege can undo or add to any cash receipt control batch regardless of which user entered the batch while any roles/users not assigned to the privilege cannot undo or add to a cash receipt control batch that is not their own. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can undo or add to any cash receipt control batch.
Allow Update of Internal Flag from AR Ledger
This access privilege controls who can change the Internal check box on the Receivables Ledger. If the Internal check box is checked, transaction does not to appear on the Customer Statement - All report. Any role/user assigned to the privilege can change the Internal check box on transactions while any role/user not assigned to the privilege cannot change the Internal check box. If no roles/users are assigned to the privilege, it is considered inactive, and all users can change the check box. This access privilege does not apply to the Internal check box during cash entry.
Allow Update of Receivable Demographics
This access privilege controls who can add and/or change an account or contact's A/R Demographics. Any role/user assigned to the privilege can add and/or update the A/R Demographics for accounts and contacts. Any roles/users not assigned to the privilege cannot add and/or update the A/R Demographics for accounts and contacts. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can add and/or update the A/R Demographics for accounts and contacts.
AR Security Control Account Access
This access privilege controls who can access all aspects of an account or contact. Roles/users only have access those accounts with the AR security control codes assigned to them. Roles/users are assigned access in 2 parts - Assign Access Privileges and Assign Details. When a role/user is assigned to the privilege, the Assign Details defaults to all AR security control codes. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users have access to all accounts and contacts regardless of AR control security. If a role/user is assigned to the privilege (activating the access privilege), all unassigned roles/users cannot access any account or contact they are not assigned.
AR security control is designed to accommodate external organizations signing in. Do not use AR security control unless you want to restrict users to specific accounts! You can still use the A/R Control field on the account and contact without setting up the access privilege.
GL Distribution - Accounts Receivable
This access privilege controls who create and modify journal entries for account receivable transactions. Any roles/users assigned to the privilege can create and modify account receivable journal entries. Any roles/users not assigned to the privilege cannot create or modify any journal entry for accounts receivable transactions. If no roles/users are assigned to the privilege, it is considered inactive, and all of roles/users can create and modify the entries.
View Receivables Ledger
This access privilege controls who can view the Receivable Ledger screen. Any role/user assigned to the privilege can view the receivable ledger while any role/user not assigned to the privilege cannot view the receivable ledger. If no roles/users are assigned to the privilege, it is considered inactive, and all roles/users can view the receivable ledger.
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