Hiding Journal entries and other stuff

Q:  How do I set up MW Gold so that my additional user doesn’t see journal entries?

There are no magic buttons that you can press to hide a transaction from appearing on the transactions lists. However there are privileges that can be taken away from users, to do functions and to see transactions.

For example hiding journals.

As the administrator select Sharing and Users under the File menu. The Password Control window opens [Red Arrow], highlight the User you want to manage e.g. User1 [Green Arrow], Double click the user Name or click the Modify icon [Blue Arrow[ and the User Privileges window for this user opens [Purple Arrow].

First, under Administration, uncheck Sharing & Users (Administration) so that they cannot change their privileges and then ….

Assigning MoneyWorks Privileges

Under General Ledger, uncheck Enter Journal Adjustments, which hides General Journals & Banking Journals and then….

Under Products, uncheck Stock Journals, which hides Stock Journals

Click Ok, to close User Privileges and then click Done to close Password Control.
To test your changes select “Switch User….” under the file menu entering the User1 initials & password. Then run through the various windows and functions as the user to see what you have allowed or prevented them from doing.  For example go to the Transaction Lists > Journals,….
User 1 will no longer be able to see (find or search for) Journals in any of the transactions lists, nor be able to create journals, in which case they will receive a Privileges Operation message.
Taking away some privileges are simple e.g. preventing access to  balances & budgets, uncheck Balances & Budgets in the Enter Journal Adjustments as shown in the screen shot above.
However hiding purchase history from a user that is allowed access to the Names records  can not be dome with privileges. You can hide a Creditor’s or Debtor’s payment history, but not their list of transactions, unless you prevent the User from seeing Names and entering sales and/or purchases.
In other words, restricting what you might consider to be a separate, unrelated function, is in fact a related function in MoneyWorks that would with it’s removal, prevent the User from doing their job.
However, If you really wanted to hide a transaction there is always a way: See Hiding the payroll.
For more information about MoneyWorks, or MoneyWorks Training contact The Loman Group at www.moneyworkssupport.ca.

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