How to Grant Access to a General Ledger
Approving purchases and viewing general ledgers are two separate, independent rights. To give someone rights to view general ledgers, follow these directions.
Getting Started
Approving purchases and viewing general ledgers are two separate, independent rights. They are granted in different areas of the system. To give someone rights to approve or deny purchases on a fund, see the online help topic Granting Access to Funds in Your Department or Granting Access to Funds as a Fund Admin or Owner.
Department Administrators
To grant access to the general ledger for a fund a dept admin should:
Overview
- From the Finance menu, select Dept Admin (select the department in question).
- From the resulting menu, select the User Admin submenu.
- Search for an employee's name.
- Select the name from the search result.
- Select Grant GL.
Set GL Access for the role
Click on the button Set GL access for this role. A new window will display. This is the GL Access tool. The tool is creating a filter for General Ledger access for the role. These filters are used to figure out what type of access should be available for the person. By default, the filter will allow for everything to pass through in its default state. Clicking the ADD will allow ALL FUNDS, FUND TYPES, AND REPORT TYPES to be viewed by a user.
Types of filters:
- Rights - grants or denies access to the following funds that are chosen.
- Funds - selects a single specified fund or all of the funds available in the department
- Fund Type - can filter the fund by the type of funding it is (example: Capital, FPA, Grants)
- Reports - selects (a) general ledger report type(s)
- Override - if the filter created should override another filter created before it. The available filters for the role are listed above.
Use the Add button (F) to add the filter. After a filter has been added, you may use the garbage can icon (G) to remove the filter.
Fund Administrators and Owners
To grant access to the general ledger for a fund a fund owner should:
Overview
- Login to Sinai Central
- Navigate Finance > Funds
- Select the Funds submenu to expose the roles system
- Navigate to and select ROLES
- Establish a Role
- Add a user from outside your department to a role
- Set the General Ledger Access for the role
Establish a Role
- To create a new role, enter the name of the new role in the Add new role field.
- Select the Add button.
The new role is added to the list of roles.
Add a user to a role
- Select the role by clicking on the edit icon next to the role.
- The person(s) holding this role is displayed. At this point, you can add or drop people in the role.
- Check the checkbox Search all Departments.
- Type the person's name into the fields provided. Press the Search button.
- Click on the person's name after it is found from the search.
Set GL Access for the role
Click on the button Set GL access for this role. A new window will display. This is the GL Access tool. The tool is creating a filter for General Ledger access for the role. These filters are used to figure out what type of access should be available for the person. By default, the filter will allow for everything to pass through in its default state. Clicking the ADD will allow ALL FUNDS, FUND TYPES, AND REPORT TYPES to be viewed by a user.
Types of filters:
- Rights - grants or denies access to the following funds that are chosen.
- Funds - selects a single specified fund or all of the funds available to the fund owner
- Fund Type - can filter the fund by the type of funding it is (example: Capital, FPA, Grants)
- Reports - selects (a) general ledger report type(s)
- Override - if the filter created should override another filter created before it. The available filters for the role are listed above.
Use the Add button (F) to add the filter. After a filter has been added, you may use the garbage can icon (G) to remove the filter.
