Sage 300 Restrictions And Security For GL Accounts

In Sage 300 when a particular GL Account is of no use or we no longer need it, we plan on deleting it. However, Sage 300 does not allow this if any transaction is posted against it.

In these instances, we can add restrictions by which the GL Account in question cannot be accessible in any transactions.

Prohibited Account: Go to GL Account > Accounts > Detail Tab > Post to Account and select “Prohibited” as your posting option and click “Save”. Once you’ve done this, users can no longer post to this account.

Inactive GL Account: Go to GL Account > Accounts > Detail Tab > Status and checkmark “Inactive” and click “Save”. Using the “Inactive” status ensures that no transactions are posted to an account that you are planning to delete at year’s end.

GL Security: Go to GL Setup > Options > Account Tab  and checkmark “Use GL Security” then click “Save”.

If you have chosen to use the GL Security option, you can set the default account access as:

All Accounts: This option allows all Sage 300 users unrestricted access to General Ledger accounts. You can use the GL Account Permissions task to create individual restrictions.

No Accounts: This option prevents all Sage 300 users (except the ADMIN) from seeing accounts and account data in General Ledger and sub-ledger modules unless you grant the individual access to accounts in the GL Accounts Permission task.

Note: If you select No Accounts, other Sage 300 users will not be able to enter Accounts Receivable invoices and transactions unless you assign them access.

User Based Access: Go to GL Accounts > Account Permission and select desired users. Here you can assign a range of Segment Codes and Account Numbers to individual users by setting the “Allow” option to “Yes”

Support

If necessary, seek the assistance of Acute Data Systems to help provide assistance with this process.