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I'm getting more and more comfortable with Branch security and how it works. It was a little weird at first, but the more I use it, the more comfortable I get with it.
By Branch security, I mean the way that you can add a User Role to the Access Role field on the Branches (CS102000) screen and then only users with access to that User Role will be able to see the data for that Branch.
One thing I'm wondering though, does the Branch security work down to the line level of journal entries? I can see how it would restrict me from seeing only journal entries for branches that I have access to, but what about a journal entry that is in a branch that I have access to but that has lines assigned to branches that I don't have access to?
Great question Fozzie. I've been wondering the same thing. So now you're forcing me to test it 🙂
Let's say I'm a user who has access to all Branches. I go to the Journal Transactions (GL301000) screen and enter the following journal entry with the HQ Branch on the header of the entry, but with both HQ and VA Branches on the lines of the entry:
Then I login as a user who only has access to the HQ Branch. Well, good news (at least I think so), I only see the HQ lines of the journal entry:
Also, only the HQ Branch value appears when that user runs a Profit & Loss statement:
So, hopefully that answers your question. It appears that Branch security does indeed apply down to the line level of the journal entry.
One thing to note though, what if it's the reverse? What if a user has access to the VA Branch, but not the HQ Branch?
Well, then they can't even see the journal entry at all:
I suppose the above makes sense because the journal entry was assigned to the HQ Branch and the user doesn't have access to the HQ Branch. So the Branch security applies to BOTH the Header AND Line level of the journal entry.
Even though the user can't see the journal entry, the VA Branch value does appear when the user runs a Profit & Loss statement:
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Whew, that's what I was hoping too. Good news indeed. Thanks Tim.
Do you think that by using branches we would be able to create the P&L that I have attached to show sells from the separate Department
i see how we can expense items when putting in bills by branch but the question is how do we grab sales from that department and still allow that department to sell from our main warehouse. We have been searching for a way to collect the sales from each one of these departments along with a COGS to create a total PL for that department. We are finding that the GL is being driven by the warehouse. so that does not help us since we allow the departments to sell from the main warehouse as well. so if we could use branches that would be great we would want to share the CHART of account and of course still have everyone run into a total P&L statement which this would have another column on it that would give us a total company. the other two columns would be departments that would only occur expenses they will not have any sales attached to them. but we would want to see where expenses are being spent for that department and how much.
If you're sharing a warehouse, I'm not sure that would work.
I personally don't like the word "Branch" because it makes it sound more like "Department". But "Branch" is really more like "Legal Entity" because each "Branch" is a separate set of books where the debits and credits need to balance in each Branch.
The trouble is that a Warehouse can only belong to one Branch.
So if you do transactions in a Branch using the Warehouse from another Branch, the system wants to do inter-company transactions.