About security of cash accounts

Cash is a company's most liquid asset, which is why an organisation must have adequate controls to secure it. In Visma Net, you can control which users can view which particular cash accounts.

In this topic the following scenarios of managing the security of cash accounts are described:

Managing the visibility by branch.
Managing the visibility by user.

Multiple branches vs. single branch organisations

If your organisation consists of multiple branches, you can allow users in each branch to work with only branch-specific cash accounts.

You can only configure multiple branches if the Multi-branch support functionality is enabled in the Enable/disable functionalities (CS100000) window.

If the Multi-branch support functionality is disabled, all cash accounts belong to a single branch and are visible to all users who are allowed to view the accounts, based on their membership in restriction groups.

Visibility of cash accounts by branch

The visibility of a cash account can be restricted based on the branch the account belongs to.

Consider a user who is allowed to view multiple branches due to this user's assigned branch roles. On the data entry forms, this user can view the cash accounts of all the branches this user is allowed to view, based on the branch selected in the Branch field of the data entry form. This field is filled by default with the branch to which the user is currently signed in.

The following steps describe how to restrict the visibility of a cash account by the branch.

STEP	ACTION
1	Go to the Enable/disable functionalities (CS100000) window.
2	Enable the Inter-branch transactions functionality, which gives you the ability to configure the automatic generation of inter-branch transactions for each document that involves multiple branches. Result: The Restrict visibility with branch check box appears in the Cash accounts (CA202000) window.
3	Go to the Cash accounts (CA202000) window.
4	Select a cash account.
5	Select the Restrict visibility with branch check box.
6	Save your changes.

Repeat steps 4-6 for each cash account whose visibility you want to control.

Resulting visibility

The table below explains how cash account access varies based on the selection of the checkbox Restrict visibility with branch in the Cash accounts (CA202000) window.

SCENARIO	VISIBILITY OF CASH ACCOUNT
Check box selected for a cash account	Visible to users selecting the specified branch in the "Branch" field on data entry forms.
Check box cleared for a cash account	Visible regardless of the selected branch.
When the Branch field is absent on a data entry form	Visibility determined by the user's currently signed-in branch.

Restricting access with user roles

If you want, you can restrict access to cash accounts by using branch roles in the same way as for general ledger accounts. For more information, see About account and subaccount security.

Visibility of cash accounts by user

You can control the visibility of a specific cash account to users with the help of restriction groups.

Suppose that there is only one accountant in your organisation and only this person should work with a cash account in the system.

The following steps describe how to restrict the visibility of the cash account by user.

STEP	ACTION
1	Go to the General ledger account access (GL104000) window.
2	Create a restriction group with direct restriction, for example Access to cash account.
3	Add the user account of the accountant to the group.
4	Add the general ledger account the cash account is linked to.

RECOMMENDATION

We recommend that you carefully design and configure restriction groups containing accounts, so that a user can view the accounts he or she needs for work.

Otherwise, a user may encounter problems with processing transactions of the linked cash accounts.

Windows for security of cash accounts

In the following table, you can find the list of the windows that you can use to manage restriction groups with cash accounts and the tasks that you can solve by using each window.


Task	Window
To initially configure the visibility of a general ledger account to which a cash account is linked to users.	General ledger account access (GL104000)
To change the visibility of a general ledger account a cash account is linked to.	Restriction groups by general ledger account (GL104020)
To change the visibility of a general ledger account to which a cash account is linked by a user in multiple restriction groups.	Restriction groups by user (SM201035)
To change the visibility of a general ledger account to which a cash account is linked by a branch in multiple restriction groups.	Restriction groups by branch (GL103020)

For information about how to add or remove objects from a restriction group, see: About operations with restriction groups.

Related tasks

About account and subaccount security

About restriction groups in Visma Net