Security Issues and the Prima Nota

User Designation

You can designate certain operators as the only people allowed access to Ledger Sequences (LEQ) to amend the Registration Date. Similarly, they should be the only people able to amend the miscellaneous permissions to control open periods.

Data Access Groups

You can use Data Access Groups, available in the Security, to control the use of provisional and permanent posting facilities.

For example, in a purchasing department, purchase entry clerks and a purchase department administrator may have the ability to post provisional transactions. The administrator would be allowed to control amendments to the registration date for the entry of purchasing journals, and would also be able to restrict the open period that purchase entry clerks could use. The purchase entry clerks would only have access to Ledger Entry (LEN).

You can provide a similar set of controls for a sales department. The sales department may well have finished a statutory registration period's journal entries. They would therefore wish to use a different open period than the purchase department, rather than wait for the purchasing department to complete. When the purchase department has completed, statutory reports can be run irrespective of the fact that the sales department are registering journals to the next registration period.

If you want your organization to work in this, or a similar way, it is recommended that you set the Open Periods fields in Ledger Setup (LES) flexibly, but that you control different business operations using the Open Periods field in Operator Permissions.

Amending Provisional Postings

The following table shows the amendments you can make to provisional postings. It provides information for full and optional provisional posting processing.

Provisional Postings Setting of Mandatory in Ledger Setup (LES)

Provisional Postings Setting of Optional in Ledger Setup (LES)