Global Transaction Security

In some regions, users are not allowed to edit or delete transactions after they have been posted to the General Ledger. Global Transaction Security empowers companies to comply with these requirements by providing tools that help prevent fraudulent activity and ensure the integrity of your accounting data. When you subscribe to Global Transaction Security, you can configure your company to meet the transaction security requirements for the operating country of your company and its entities.

When you subscribe to Global Transaction Security, you can prevent users from editing, deleting, or reclassifying transactions posted to the General Ledger. Companies with multiple entities have more granular control to configure this security at the entity level.

Global Transaction Security works by suspending permissions for all users for certain activities related to transactions. The permissions still exist, but Global Transaction Security overrides them at the top or entity level.

When enabled, Global Transaction Security implements the following restrictions:

• It disallows all delete permissions for transactions.

• It disallows all edit permissions for transactions.

• It disallows all reclassification permissions for transactions.

These restrictions only affect permissions for entries that are in the posted state. Users with the appropriate permissions can still edit, delete, and reclassify transactions that have not been posted to the General Ledger, including transactions in draft, submitted, approved, partially approved, and declined states.

Administrators can change these restrictions or turn off Global Transaction Security at any time.

Affected transaction types

The following transaction types are affected by Global Transaction Security:

• Accounts Payable: Bills, adjustments, advances

• Accounts Receivable: Invoices, adjustments, advances

• Cash Management: Fund transfer, manual payment, deposits, interest and charges, other receipts

• General Ledger: Journal entries, stat journal entries, adjustment journal entries

• Inventory Control: Adjustment decrease, adjustment decrease value, adjustment increase, adjustment increase value, warehouse transfers

• Order Entry: Sales invoices, sales orders, sales returns

• Purchasing: Purchase order receiver, purchase order return, purchase order, vendor invoice

• Expenses: Staff expenses, expense adjustments

Exceptions

The following processes function as usual even when Global Transaction Security is configured:

• Revenue recognition schedule entries and dynamic allocations

• Timesheets

• Supply Chain Management transactions for Purchasing, Order Entry, and Inventory that are not posted to Accounts Payable, Accounts Receivable, or the General Ledger.

• Company > Import data > Clear all transactions

• System updates and deletions are not affected by Global Transaction Security. For example, when Intacct auto-pays a bill, the transaction is updated with the new status, date of payment, and other updated information.

The following processes will not work as expected when Global Transaction Security is configured:

• Top level transaction listers with the Include private box checked will still show edit and delete options for transactions in entities with Global Transaction Security turned on. If users try to edit or delete, they will see a permissions error.

• Fast updates (such as for Expenses, Purchasing, and Order Entry) are blocked.

• Smart events with API updates do not work. The administrator will get a warning that scheduled smart events will not trigger if they subscribe to Global Transaction Security.

• Other API with 3rd party integration will be blocked if the API attempts to create new transactions in the General Ledger, or to edit or delete a transaction that has been posted to the General Ledger.

Subscribe and configure Global Transaction Security

Administrators can subscribe to and configure Global Transaction Security on the Subscription page for their company.

1. At the top level, go to Company > Admin > Subscription > Global Transaction Security.

2. Toggle Global Transaction Security on or off.

3. Select Configure.

4. On the Configure Global Transaction Security page, select the following restrictions to apply for users. You can leave all restrictions unselected if you prefer to configure security at the entity level:

   • Disallow delete permissions for transactions posted to the General Ledger.

   • Disallow edit permissions for transactions posted to the General Ledger.

   • Disallow reclassification permissions for transactions posted to subledgers or the General Ledger.

After you subscribe to Global Transaction Security at the top level, you can use the same steps to configure each individual entity. Entity configurations override the configuration at the top level.

When you change top level configurations, those changes are applied to entities that do not have overrides. Entities that have been configured individually will keep their override configurations.