Restricted users—Accounts Payable

To support your internal controls, you might choose to restrict a user to certain entities or departments. In Accounts Payable, these restrictions limit what the user can do, in the following ways:

Limits on allowed actions for restricted users in Accounts Payable
Type of action Restrictions

View a transaction

Within the transaction, the user can only view lines within their restrictions.

Create a transaction

Cannot do the following:

  • Create a line item in a transaction for a entity or department outside of their restrictions.
  • Post a draft AP supplier invoice that was created by an unrestricted user and also contains lines outside of the user's restrictions.

Edit a transaction or record

Cannot do the following:

  • Edit a transaction that contains lines outside of the user's restrictions.
  • Edit recurring AP supplier invoice template that contains lines outside of the user's restrictions.
  • Edit a supplier at the top level, if that supplier is restricted to any entity outside the users restrictions.

Duplicate

Duplicated transaction excludes any lines from the original AP supplier invoice that are outside of the user's restrictions.

Reclassify

Cannot reclassify a transaction that contains lines outside of the user's restrictions.

Reverse

Cannot do the following:

  • Reverse a transaction that contains lines outside of the user's restrictions.
  • Reverse a payment that includes lines outside of the user's restrictions.

Upload, using AP Automation

Cannot upload AP supplier invoices for automated processing at the top level.

Upload is allowed at the entity level for restricted users.

Approve

Cannot do the following:

  • Approve or decline an AP supplier invoice or payment that contains lines outside of the user's restrictions.
  • Approve or decline payment that includes an AP supplier invoice containing lines outside of the user's restrictions.

Pay an AP supplier invoice

Only the unrestricted portion of the AP supplier invoice is paid, as a partial payment.

Apply credits

Only credits within the user's restrictions are available for the user to apply when paying AP supplier invoices.

Print cheques

Cannot print, confirm, or void a cheque payment for an AP supplier invoice that contains lines outside of the user's restrictions.

Void

Cannot void a transaction that includes lines outside of the user's restrictions.

Unapply

Cannot unapply a credit that includes lines outside of the user's restrictions.

Print a copy of the transaction

Only the unrestricted portion of the transaction is printed.

Print payment copies

Only unrestricted portions of the payment are printed or emailed.

Email notifications

Approval notifications are sent only to unrestricted users.

Run a report

When running a report at the top level, the following limitations apply:

  • Entity-restricted users must select a entity, with the exception of the Cheque register report.
  • Department-restricted users must select a department.
Users with entity restrictions can only access entities where they are restricted. You have the option to allow top-level access to these users.