When to partially restrict access to certain accounts
To partially restrict access to certain accounts, your account structure must include multiple entities and you must have Level 1 Restrictions turned on.
Level 1 Restrictions are the solution for churches who want to limit a user's access to a group of accounts, but they have only one bank account which must be accessible in a limited way.
For example, if you have a user who needs full access to Entity 5, the cemetery, but the one bank account used by the church is under Entity 0, using Level 1 Restrictions for this user would allow them to:
- have full access to all accounts containing Entity 5
- write checks or add deposits to the Bank Account for Entity 0
- view the Bank Account for Entity 0 totals on the Ledger & Payables Dashboard
- create bills to the A/P Account for Entity 0
- add credit card liability to the Credit Card Liability Account for Entity 0
Under Level 1 Restrictions for this user, they would not be able to:
- drill down into the detail from the dashboard bank account or a/p account for Entity 0
- see any Entity 0 information in reports
- add any Entity 0 distribution accounts in any transactions including line items for bills, deposits, credit card charges, or journal entries.
To turn on Level 1 Restrictions, two things must be in place:
- Entity Level Permissions must be turned on through Consolidation Manager. (Marking this option requires the highest level of access by managing organizations and is automatically turned on for organizations that are not under the management of a diocese)
- User Permission Restrictions: once Entity Level Permissions is marked, the church administrator must mark the entities each user may have access to through the user's permissions (or unmark those they are to be restricted from).
- To learn how to set up these restrictions, read How to set up entity level account restrictions.
If you have one bank account for each entity, you may want your employees to have Level 2 Restrictions so their access to other accounts is fully restricted. See When to fully restrict access to certain accounts.
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