Setting Account Permissions

Important! G/L Account Permissions is part of G/L Security, an option that you select on the Account tab of the G/L Options screen. The G/L Account Permissions icon appears in the G/L Accounts folder only after you select the Use G/L Security option, and then close and reopen the company database.

You assign permissions to accounts and segments depending on the default access set on the G/L Options screen. If default account access is:

  • All Accounts, you need to restrict specific Sage 300 users in the G/L Account Permissions screen.

  • No Accounts, you need to grant individual access rights to accounts in the G/L Account Permissions screen. Without specific permission, Sage 300 users cannot post transactions to accounts.

  • If the G/L Account Permissions icon is not available in the G/L Accounts folder:
    • On the G/L Options screen, select the G/L Security option. Then close and reopen the company database.

    • On the Account tab of the G/L Options screen, specify a default level of access to accounts (All Accounts or No Accounts).

      For more information, see About General Ledger Security.

  • Make sure all other users have left Sage 300 General Ledger, and all other General Ledger screens are closed. You cannot maintain General Ledger account permissions if any other General Ledger screens are open.

To set account permissions:

  1. Open General Ledger > G/L Accounts >  Account Permissions..
  2. In the User ID field, select the user for which you want to set permissions:
    • If you have already added user IDs to G/L Security, you can browse through the list of user IDs using the navigation buttons, or use the Finder to select a user ID.
    • If you have not added the user ID for which you want to set permissions, click the Zoom Zoom button button for the User ID field to display all Sage 300 user IDs, and then use the Finder to select the ID you need.
  3. Use the Segment tab to allow or deny user access to ranges of account segments—for example, to restrict access to a particular department. More...
    1. Click in the first row of the Allow column, then use the Spacebar or double-click to switch between No and Yes.
    2. Double-click in the Segment column, and then select a segment from the list that appears. (For example, you could select the Division account segment to restrict account access based on the company's divisions.)
    3. Tab to the From column, and then use the Finder to select the first segment code in the range that you want to allow or restrict.
    4. Tab to the To column, and then use the Finder to select the last code in the segment range.
    5. Press the Insert key to start a new line to specify another range of segment codes.
    6. Click Add or Save.
  4. Use the Account tab to allow or deny user access to ranges of account numbers—for example, to allow access to accounts receivable sales accounts. More...
    1. Click in the first row of the Allow column, then use the Spacebar or double-click to switch between No and Yes.
    2. Tab to the From column, and then use the Finder to select the first account code in the range that you want to allow or restrict.
    3. Tab to the To column, and then use the Finder to select the last account in the range.
    4. Press the Insert key to start a new line to specify another range of account numbers.
    5. Click Save.

  5. Click the Test button to test the account segments you have specified.

    The G/L Permissions Finder lists only the accounts this user has permission to see and work with.

  • To set up identical permissions for another user, copy the current user's permissions to other user IDs by using the File menu's Import and Export commands to import and export user permissions.
  • Print account permissions information by clicking the Print button on the G/L Account Permissions screen.