Petty Cash Account

[former_member418241]

Hi All

One of our customer is having 12 branches and wants to maintain 12 petty cash accounts. how to restrict the access to the petty cash account belongs to branch 1. the rest of the branches or users in those branches should not be able to see branch 1 petty cash account and they thould not be able to post any transactions in to this account.

How do we provide this option in SAP B1?

Thanks

SV Reddy

[former_member186095 · Accepted solution]

Hi,

you could try this following SAP note:

Summary
Symptom
How to set up SAP Business One such that a user will not be able to see certain accounts.
Other terms
Authorisation, permission, restrict, restriction, prevent, confidential, drill down, balance, transaction, query generator, query, output, financial, reports, profit, loss, PL, P&L, P+L, balance, sheet, trial balance, SAP Business One
Reason and Prerequisites
Consulting
Solution
Follow the steps below to set up a user such that certain accounts are not shown:
      1. Log on as superuser.
      2. Go to: Financials -> Chart of accounts (CoA).
      3. Select account to be hidden by highlighting it.
      4. Tick box 'Confidential'.
      5. Click on 'Update'.
      6. Go to: Administration -> System Initialisation -> Authorisations -> General Authorisations.
      7. Select the user by clicking on the username-> 'General' -> Access to confidential accounts -> 'No authorisation'.
Effects of this setting for the thus restricted user:
      1. Accounts marked as 'Confidential' are not displayed in CoA.
      2. Accounts marked as 'Confidential' are not displayed in the 'Choose from' lists.
      3. Accounts marked as 'Confidential' are not displayed in any of the financial reports (Profit and Loss, Trial Balance, Balance Sheet).
Note:
If the user has full authorisation to use the query generator, all data in the database tables is available, including the 'confidential' accounts. Hence other authorisation settings must be taken into consideration.
Please refer to the document 'How to Define Authorizations 2005 A SP01' on the SMP (http://www.service.sap.com/smb -> SAP Business One tab -> Solution Overview -> Documentation Resource Center -> SAP Business One 2005 A SP01 -> How-To Guides 2005 A & 2005 A SP01) for more information on authorisation settings.
Related Notes
0000800291 Year-end closing with SAP Business One [More...] 	
Collective note for issues that may arise when closing off the fiscalyear. ... 	
Secondary Components
Authorizations (SBO-ADM-INI-AUT)

Rgds,

[Former Member · Accepted solution]

 the rest of the branches or users in those branches should not be able to see branch 1 petty cash account and they thould not be able to post any transactions in to this account

This is not possible even by marking the G/L as Confindential. Because if I have 5 Petty Cash Accounts one for each Branch and I mark these 5 Petty Cash Accounts as Confidential and assign rights to one user at each Branch, the user at one branch can view the G/L of another branch.

I think it is not possible. May be you can try out using SDK?

[former_member418241 · Accepted solution]

Hi Sridharan,

Can you please provide any suggetion that using SDK how do we restrict this access to accounts individuall?

Where can we start? and what will be the first step?

thanks

SV Reddy

[Former Member · Accepted solution]

You'll have to post this question to the SDK Forum to get replies.

[former_member418241]

Hi Jimmy,

Yes to some extent we can restrict the access to these accounts by marking them as confidential. It also true what Sridharan said, that once we mark the account as confidential and if you trying to restrict the access to a specific user,, he will not be able to see his own account and will not be able to post any transactions into his account.

In the above scenario at the 12 branches all the 12 petty cash accounts will be marked as confidential , and if you try to restrict the access to the confidential accounts any user cannot post transactions and cannot see any entries in to the reports. Here the specific action which we required is if all the 12 Petty cash accounts marked as confidential the users should be restricted access to only to the other confidential accounts which are belongs to other branches except to his own branch account. The same way applies to other users that they cannot be able to see this branch account since it is also marked as confidential.

Hope I will find some more solutions from other forum members.

thanks

SV Reddy