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Control Groups

Control Groups

Owned by IFS Energy and Resources (Deactivated)
Last updated: Jun 12, 2024 by IFS Energy & Resources
5 min read

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Control Groups can be used in several ways:

  1. Determines if a user can view vouchers created by others in the post vouchers screen.

  2. Determines if a user can post vouchers created by themselves or others.

A User ID can be attached to more than one control group. 

Setting Up a Control Group

1. Navigate to the menu and select Configuration > Voucher > Control Groups.

image-20240506-141013.png

2. On the Group Users tab fill in the Control Group fields.

Field

Description

Field

Description

Control Group

Enter a short name for the control group.

Description

Enter a description for the Control Group. Most often, this describes the function of the users in the group (such as post close, production accounting)

Default View Other Vouchers

Select this checkbox to have all users view other users’ vouchers. This will default the View Others box as checked in the block below.

Default Post Other Vouchers

Select this checkbox to enable all users to post other users’ vouchers. This will default the Post Others box as checked in the block below. This can be modified in the block below on an individual level.

Period Control

Select this checkbox to have the control group appear in the Control Groups section of the Open/Close Periods screen. This will allow an accounting period to be closed for all others but remain open for specific control group(s).

3. Press Page Down to go to the next block and add users.

Field

Description

Field

Description

User ID

Enter the User ID or use the List of Values (F4) and choose the user ID you wish to add to this control group.

First Name / Last Name / Email Address

This field will auto-populate when the User ID is entered.

Inactive User

This is a protected field. Indicates whether a user id has been deleted through Access Management.

If a user is made inactive in Access Management their User ID will still appear in the Control Group. This allows you to still view their output.

View Others

If this checkbox is selected, this user can view other group members’ vouchers in the Post Vouchers screen.

Post Own

If this checkbox is selected, this user can post their own vouchers.

Post Others

If this checkbox is selected, this user can post other users’ vouchers who are included in this Control Group.

4. Save your input using CTRL + S or click on the Save icon.

5. The Group Security tab sets up the organizations, the voucher types and account groups that the control group can post.

image-20240506-140844.png

Field

Description

Field

Description

Security Type

Enter the security type or use the Security Type List of Values.

  • The ORG_ID is an optional feature which can limit what organizations are used. The organization account security sub- system can be found under: System Defaults and Controls > 23 Security > 101 ORGANIZATION ACCOUNT_GROUP SECURITY. The status must be set to active to use this feature.

  • The VOUCHER_TYPE_CODE identifies the type of vouchers that can be used. Voucher types are defined in the Voucher Type Controls screen.

  • The SECURE_GROUP_TYPE contains a list of accounts users can code to (this security type is not widely used).  The security account groups and the groups accounts are defined in the Security Account Groups screen.

Security Code

Choose a specific code from the Security Code List of Values or choose ALL_VALUES. When choosing a specific code, the group will only be able to post vouchers that have the specific security code. For example; when VOUCHER_TYPE_CODE has security code ACCR selected, the user in the control group can only post to voucher type ACCR.

Description

This field will automatically populate the security code description.

 

Group Security Settings With Organization Account Security Turned Off - InActive  

If the OGANIZATION ACCOUNT_GROUP SECURITY subsystem component Is not used (inactive) and all voucher types and organizations can be used, the Group Security tab can be set up as:

image-20240506-200230.png

Group Security Settings with Organization Account Security Turned On - Active

  1. To use this feature the organization account group security subsystem component must be set to Active. Do this by navigating to Administration > System Defaults and Controls > Sub-Systems #23 Security > Sub-Sys Comp #101 ORGANIZATION ACCOUNT_GROUP SECURITY.

  1. The Period Control checkbox must also be set to Y in the Group Users tab.

image-20240506-201159.png

  1. To set up the Group Security tab, fill in the following fields (use the LOV by pressing F4). Each Org_ID, Secure_Group_Type, or Voucher_Type_Code this control group has access to should be represented on a different line. To add a second record press F6 or the +New icon and then F7 to copy the Security Type from the previous line. Alternatively, you can input the Security Type manually.

  1. Press the Save icon to keep your changes.


Using Control groups in Open / Close Accounting Periods

Navigate to the menu and select Administration > Open/Close Periods.

  • Enter in the Period Start and Period End date (Format = YY/MM).

  • Enter Organization or leave blank for all Organizations.

  • Press Page Down to go to the periods block and confirm all accounting periods for the organization/s are closed.

  • Press Page Down to go to the Control Groups block .

  • In the Control Groups block, input the control group (you can use the LOV screen by pressing F4) and select the drop-down box on last column to select Open.

  • Save your changes.

  • The period is now open for only the users added to the Control Group.

Examples of Potential Errors in Voucher Entry that can occur when Organization Account Group Security is Turned On





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