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Restriction Groups to prevent listing of GL account amount on report or GI

  • 23 April 2024
  • 4 replies
  • 64 views

We are currently on 22r2 and will move to 24r1 soon.

We have the need to stop users from seeing and being able to drill down into certain accounts on the P&L by branch report.  The users are all in the same branch, but not the same “department”.  They should not be able to see wages for the branch management (highest priority), and preferably not other departments in their branch (secondary concern).

I have set up a restriction group and assigned only top management and finance to the group.  I have also assigned the specific sub accounts, and then the specific GL account, to the RG as well.

The result is that the user can access the P&L by department, see the Wages listed on the P&L in total form.  Further, then can click on the amount and drill into the Wages amount, seeing the restricted account detail, as well as the associated subaccounts, some of which are restricted also.

I have read the help text documentation and understand that for performance reasons, this is the result, where data on reports or GI’s will still show regardless of if they are restricted or not.  However, this does not help us.

We need the managers to be able to view their P&L and be able to drill into accounts.  If there is a way to prevent drilldown into the wages category, or if there is a way to present it in a summarized fashion and block the display of the finer details, that would be wonderful.

Is there a solution?  Did I miss something on my setup?  Is there another method to provide the information we do and do not want them to see.

Hello,

There is a setting in the Report Definition for financial statements:  Finance → Preferences → Report Definitions, shown below. Is Apply Restriction Groups checked ON for your P & L reports?

Check ON “Apply Restriction Groups”

Laura

I’m still thinking about this question. I think applying restriction groups may remove the accounts from the Profit and Loss report entirely. (Not just removing drill-down.)

We can remove rights to the second report that shows drill-down… but if we remove the detail report, no drill down will appear, not even for accounts the user is permitted to see.

I will keep pondering your question. Maybe someone else will add ideas. 

Hi @JSager76 were you able to find a solution? Thank you!

The apply restriction groups checkbox was the key I was looking for.  I still am not sure it addresses all of our needs, however we are still working through what all we need to split out.  We are currently just working with sub accounts, not restricting GL accounts.  This seems to be working, but it also has to do with how we are breaking down our account structures.

 

Let me know if you need further details on what we are doing.

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