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How do I stop a user posting to prior and future periods?

Caroline Buckland Updated by Caroline Buckland

To prevent users from posting to historic or future periods and years during data entry in General Ledger, Accounts Receivable and Accounts Payable, follow the steps below. 

This feature is controlled via the facility denials option, this is set by security group not user. 

Locate the security group against the user

Firstly, Locate the security group of the user(s). 

Note: anyone with this security group will have this change applied. 

To locate the security group for the user(s) access the following menus. 

Systems Admin>System Wide Controls>Users & Roles>Users 

Note: you can also select the combined user setup option

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Enter the User Id in the User field and click on OK, or just click on OK to build a full list of users. 

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Use the View or Amend action against the user. 

The security group is listed on the Security/BEM

Use the Exit icon to get back to the menu. 

Setting the denials

Facility Denials – this is the amendment of the security group to revoke access to close periods and years. 

Access the following menus. 

Systems Admin>System Wide Controls>Security>Security Groups  

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In the selection window enter the Security Group of the User and click on OK. 

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Click on the DENIALS button. 

Enter EDX in the Program field, click on OK. 

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Double click on the Line to access the details screen for the program.  

To deny any posting to closed periods/years enter a Y as show below.  To deny all options select the Deny All flag. Click on Update. 

This will stop all future and historic postings from all modules, General Ledger, Accounts Payable, Accounts Receivable etc. 

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The user will need to log off and sign back into Advanced Financials for the change to take effect. 

Create a new security group

Do not make any changes to the STD security group, copy this security first.  Follow the steps below to create a new security group. 

Access the following menus. 

Systems Admin>System Wide Controls>Security>Security Groups  

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Enter the security group in the window and click on OK. 

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Use the COPY icon. 

Enter a new Group and Description.  

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Then click on UPDATE. 

The following message will appear, click on UPDATE again. 

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Repeat the steps above to access the facility denials screen. 

To attach the new group to a user, access the steps below. 

Systems Admin>System Wide Controls>Users & Roles>Users 

Enter the User Id in the User field and click on OK, or just click on OK to build a full list of users. 

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Use the Amend action against the user. 

Enter the new security group in each of the four areas and update, repeat for each user that requires the new security group. 

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