Security of Cash Accounts

Cash is a company's most liquid asset, which is why an organization must have adequate controls to secure it. In MYOB Advanced, you can control which users can view which particular cash accounts, as described in this topic.

Note: In MYOB Advanced, you can configure groups with direct and inverse restriction. In this topic, for simplicity, groups with direct restriction are used in examples. You can use inverse restriction groups in the same way as you use direct restriction groups. For details on the types of restriction groups, see Types of Restriction Groups.

Usage Scenarios

The most common scenarios of managing the security of cash accounts are the following:

Managing the visibility by branch: If your organization consists of multiple branches, you can allow users in each branch to work with only branch-specific cash accounts. For details, see Visibility of Cash Accounts by Branch.
Note: You can configure multiple branches only if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form. If the Multibranch Support feature is disabled, all cash accounts belong to a single branch and are visible to all users who are allowed to view the accounts, based on their membership in restriction groups.
Managing the visibility by user: If only a limited number of users can work with cash accounts, you can configure the visibility of the cash accounts to only these users. For more information, see Visibility of Cash Accounts by User.

Visibility of Cash Accounts by Branch

The visibility of a cash account can be restricted based on the branch the account belongs to. Consider a user who is allowed to view multiple branches due to this user's assigned branch roles. On the data entry forms, this user can view the cash accounts of all the branches this user is allowed to view, based on the branch selected in the Branch box of the data entry form (which is filled by default with the branch to which the user is currently signed in).

To restrict the visibility of a cash account by the branch, you should do the following:

On the Enable/Disable Features (CS100000) form, you enable the Inter-Branch Transactions feature, which gives you the ability to configure the automatic generation of inter-branch transactions for each document that involves multiple branches. With this feature enabled, the Restrict Visibility by Branch check box appears on the Cash Accounts (CA202000) form.
On the Cash Accounts form, you select a cash account, select the Restrict Visibility by Branch check box, and save your changes. You repeat this step for each cash account whose visibility you want to control.
With this check box selected, the cash account is visible to only users who can select the branch (specified for the cash account) in the Branch box on the data entry forms. (If the Restrict Visibility by Branch check box is cleared for a cash account, this cash account will be visible regardless of the selected branch.)
Note: If the Branch box is absent on a data entry form, then the visibility of the cash account is defined by the branch to which the user is currently signed in.
If you have a company with branches not requiring balancing (the Multibranch Support feature is enabled and the Inter-Branch Transactions feature is disabled), you can still control the visibility of cash accounts across branches by selecting or clearing the Restrict Visibility by Branch check box.

Alternatively, you can restrict access to cash accounts by using branch roles in the same way as for GL accounts. For details, see Account and Subaccount Security.

Visibility of Cash Accounts by User

You can control the visibility of a specific cash account to users (that is, which users can view the account) with the help of restriction groups.

For example, suppose that there is only one accountant in your organization and only this person should work with a cash account in the system. To restrict the visibility of the cash account, you should do the following on the GL Account Access (GL104000) form:

You create a restriction group (for example, Access to Cash Account) with direct restriction.
You add to the group the user account of the accountant.
You add to the group the GL account the cash account is linked to.

CAUTION: We recommend that you carefully design and configure restriction groups containing accounts, so that a user can view the accounts he or she needs for work. Otherwise, a user may encounter problems with processing transactions of the linked cash accounts.

Forms for Security of Cash Accounts

In the following table, you can find the list of the forms that you can use to manage restriction groups with cash accounts and the tasks that you can solve by using each form.

Table 1. Forms for Security of Cash Accounts
Task	Form
To initially configure the visibility of a GL account to which a cash account is linked to users	GL Account Access (GL104000)
To change the visibility of a GL account a cash account is linked to	Restriction Groups by GL Account (GL104020)
To change the visibility of a GL account to which a cash account is linked by a user in multiple restriction groups	Restriction Groups by User (SM201035)
To change the visibility of a GL account to which a cash account is linked by a branch in multiple restriction groups	Restriction Groups by Branch (GL103020)

For information about how to add or remove objects from a restriction group, see Operations with Restriction Groups.