Turning on G/L Security

G/L Security is a feature of General Ledger that lets you limit the accounts that individual users can view or work with to minimize the risk of unauthorized activity.

With G/L Security, you can:

  • Assign account access rights to individual users to control which accounts they can view and work with.
  • Block off entire account segments or only the most sensitive accounts (for example, Payroll, Sales, Retained Earnings, Common Stock and Preferred Stock).

Note: G/L Security is separate from the security you use to authorize users to view or work with General Ledger screens. You assign security for General Ledger screens in Administrative Services, as you do for other Sage 300 modules.

Make sure all other users have left Sage 300 General Ledger, and all other Sage 300 General Ledger screens are closed. You cannot save changes on the G/L Options screen if any other General Ledger screens are open.

To turn on G/L Security:

  1. Open General Ledger > G/L Setup >  Options.

  2. On the Account tab:
    1. Select the G/L Security option.

    2. From the Default Access list, select the default level of account access to permit all users. More...

      You can set the default account access as follows:

      • All Accounts. Allows all Sage 300 users unrestricted access to General Ledger accounts unless you set up restrictions in the G/L Account Permissions screen.

        Note: You do not require permission for all accounts to perform periodic maintenance functions, such as deleting inactive accounts. However, occasionally, you may find that you cannot edit or delete a structure code, segment, or source code because it is used by an account that you cannot see. In this case, a user with access to all accounts must modify the accounts that use the code or segment you are trying to delete.

      • No Accounts. Prevents all Sage 300 users except user ADMIN from seeing accounts and account data in General Ledger and subledger applications unless you grant individual access rights to accounts in the G/L Account Permissions window.

        If you choose No Accounts, other Sage 300 users cannot enter Accounts Receivable invoices or post transactions unless you assign them permissions.

  3. Click Save.
  4. Close and then reopen your company database.

Use the Account Permissions screen (available in the G/L Accounts folder) to set up account permissions for users.