How to maintain privacy in MYOB Advanced?

Assuming you aren’t storing government secrets, could you explain why one user shouldn’t be able to see another user’s transactions?

@darylbowman ,Example: Seeing other users’ expense claims for their raised requests is also considered as breach of privacy. Isn’t it?

That’s a good question. I can’t answer it, but maybe @Laura02 could

Hello @abhishekkc , @darylbowman ,

I think some companies share openly and some are more secretive. It is common for a person with rights to Purchase Orders to see all POs for her company and for a person with rights to Bills and Adjustments screen to see all Bills for his company. (POS and Bills are show above in red.)

To consider: Employee theft is more easily noticed if each can see the other’s work.

Payroll and medical records, Human Resource matters should always be private.
 

If the company wants each person to see only what he or she entered, in every screen, I think the customizations will get very expensive.


Laura

​@Laura02,

Couldn’t it be more simple? Can’t you set up restriction groups by accounts and/or subaccounts and place the users within those appropriate memberships? Once there, they can’t see any documents within those accounts, be it invoices, bills, payments, etc.?  Just a thought.  ;) 

-James

Hi ​@abhishekkc ,

Is it personal expense claims and private purchase orders that you’re trying to manage access to?

As people have said above, different businesses have different settings for where they believe data should be private/how much to share internally, often these are in tension with privacy concerns and can come down to company culture as much as legislation.

Hello James,

You have certainly given us “food for thought”.  Restricting by User and Account/Sub might work to hide certain bills or a GL entry, unless there is overlap in which GL accounts the Users need to post to. (Does each user have their own separate list of accounts on the COA? Or their own Subaccount(s)? It’s unusual to have USER be a segment of the subaccount but it might help to hide some transactions. Typically Users are not part of the GL posting structure. Departments and Divisions are highly recommended over individual people, in the GL specifically.)

Your suggestion could work to hide certain documents from view if no employee needs to use accounts and subaccounts that another employee also uses.

Suppose all PO Receipts post a debit to Inventory Asset account and a credit PO Accrual.  How would you keep one employee from seeing the others’ PO Receipts?  Does each employee have their own Inventory account and their own PO Accrual account? ;-)

Laura

Hi ​@WillH , We want to hide expense claims, purchase orders, purchase requests, and bills as those are only items that we use MYOB for as we are still in initial stage. Basically, the idea is, there shouldn’t be breach of privacy. For that, is customization via ‘Access rights by screen’ is enough ? because- if I do that, I am always finding some loopholes where user can see data.

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