Dimension-specific limitation of user rights is a chargeable additional service that is used to limit the user rights to specific dimensions and items. By using the dimension-specific limitation of user rights, it is possible to, for example, restrict user’s access only to his/her cost centers and projects on the level of income statement, balance sheet, general ledger and general journal.
More detailed information about the pricing and ordering of dimension-specific limitation of user rights can be found here. The function can be ordered also by contacting Procountor Customer service at firstname.lastname@example.org.
Note! Dimension-specific limitation of user rights can’t be activated in a Procountor environment that is using Document management additional service.
Setting up the limitations of user rights
After dimension-specific limitation of user rights has been activated in an environment, user-specific limitations can be set in Users and privileges view (in Management > Users and privileges). There is a section of User right limitations in the bottom of the user rights listing:
A new field of Limited dimensions is visible in the User right limitations section. In use is chosen in this field to activate the function. After this, the user-specific dimensions are can be determined by clicking Dimensions button that is located in the left side of the view, under Users heading:
Dimensions button opens User’s rights to dimension items view that is used to choose the desired items of specific dimensions:
No items are chosen by default. Items can be chosen one by one by marking the selection box on the left side of an item. If all items of one dimension are chosen, it is easier to use the topmost selection box that is located in line with the Item heading.
The chosen items are saved with the Save button.
HTML button is used to open the information in HTML format.
Effects of the limitations on creating and searching receipts
If a user is eligible to create e.g. sales invoices, he/she can create them normally. However, if an invoice is not dimensioned with the items that the user has access to, the user can’t search and find the invoice anymore after its creation.
A user can search and view those receipts that are dimensioned with the user-specific items. When invoices are searched in Receipt search, only invoices containing one or more user-specific items are shown in the search results. However, it should be noted that a user is able to see invoices that include also other dimensions or items if any user-specific item has been used on those invoices.
Other settings in the user rights determine if a user has only a right to view receipts or if he/she can also edit them.
Effects of the limitations on verifying and approving invoices
If a user is set as a verifier to an invoice that is dimensioned with other dimensions and items than the user-specific items, the user is mainly not able to verify this kind of invoice. This situation stands also with invoices that do not have dimensions at all.
However, an exception to the previous is possible when “Search for personal approvals only” restriction is activated in the user rights: this way the user is able to search for all invoices that are waiting for his/her verification or approval, even if the invoices do not have dimensions at all or have different dimensions and items than the user-specific items.
Nevertheless, after verifying or approving this kind of an invoice, the user can’t search or view the invoice later on.
Effects of the limitations on reporting
When dimension-specific limitation of user rights has been activated, graphical reports, such as Purchase and Sales reporting, Register-dimension reporting and Management reporting, are not available. Dimension-specific limitation of user rights deactivates also the following widgets from the front page: Cash and ledger tracking, Bank Account balance, Invoices waiting for verification, Result tracking as well as Revenue and profit development. Quick links in the front page are visible, but they can be used only with invoices that the user is allowed to view.
The user must have viewing rights for accounting reports in order to see user-specific transactions on the accounting reports. The user can view the reports only from the perspective of user-specific dimensions and items. The following accounting reports are available:
Examples and notes on using the accounting reports
When dimension-specific limitation of user rights is activated, the search criteria of income statement and balance sheet automatically uses Allocated part search criterion that includes the user-specific dimension and items. If the user has rights to several dimensions, the Allocated part search criterion is added to the search criteria for each dimension by default.
The reports are only calculatory when Allocated part search criterion is used. This means that drilling down to single entries from the reports is not possible. More information about this particular search criterion and its application can be found here.
Instead of the Allocated part search criterion, it is also possible to add a search criterion named Dimensions from the New search criterion drop-down menu. With this search criterion, only the dimension or dimensions that the user is limited to can be selected. Allocated part search criterion can be deleted by clicking the X-button next to it.
When Dimensions search criterion is used and a dimension is chosen in the field, the user-specific items appear to the Items field. Only the user-specific items can be chosen for each user-specific dimension.
The reports show only those transactions that include the chosen dimensions and items when Dimensions search criterion is used. It is also possible to drill down to the level of single receipts from the report. This allows the user to see all receipts that include at least one user-specific item (even if the same receipts include also items that the user do not have rights to).
If no selections are made in Dimensions menu and Items menu and/or Dimensions search criterion is not included in the search criteria, and Allocated part search criterion is also not used, the reports will include total values of receipts that include at least one user-specific item.
Effects of other limitations on reporting
If “Personal … only” limitations (e.g. “Personal purchase invoices only”) have been set to a user in addition to the user-specific limitations of dimensions and items, the user can search only receipts that meet both of these conditions.
For example, if a user has user-specific items and “Personal purchase invoices only” limitation, the user can search only those purchase invoices that include the user-specific items and that the user has created himself/herself. If only one of these conditions is met, the user can’t see this kind of invoices.
When “Personal … only” limitations are used in addition to the user-specific limitations of dimensions and items, accounting reports are still created only by the limitations of user-specific dimensions and items. This means that the reports will include also receipts that are created by someone else than the user in question. However, the user is not able to drill down to individual purchase invoices from the accounting reports. Instead, he/she can only see the total sum of receipts and the number of them.