Exact Globe+

Adding journal roles

Menu path

System > Finance > Journals

Introduction

This screen allows you to add roles for the journals.

What version are you using?

The information in this document is applicable to product update 502 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I add a journal for the journal role?

In the System > Finance > Journals screen, click Journal Role.
Type the role at Journal Role.
Type the description of the journal role at Description.
Click the Journal tab.
Click the icon.
Select a journal.
Click OK.
Click the User rights tab.
Select the person that you want to give Edit/Maintain rights by clicking the icon.
Click Save.

How do I view the user rights for the journal roles?

In the System > Finance > Journals screen, click Journal Role.
Click the User rights tab.
Define the search criteria.
Select a person and click the arrow icons if you want to move the person from the View only section to the Edit / Maintain section or the other way round.

How do I delete a journal role?

In the System > Finance > Journals screen, click Journal Role.
Click Delete.
You will see the message “Depending on the size of your company, this function may take a long time because all files will be checked. Delete?”.
Click Yes.

Keep in mind: All the journals that you have linked will be unlinked from the journal role.

How do I delete a journal from the journal role?

In the System > Finance > Journals screen, select a journal.
Click Journal Role.
Click the Journal tab.
Select a journal in the overview.
Click the icon.
Click Save.

Fields

Journal Role

Type the name of the journal role.

Description

Type the description for the journal role.

Journal tab

Click this to add a journal to the journal role.

Click this to remove the journal from the journal role.

User rights tab

In this tab, you can add or remove the right to maintain the corresponding journal and information linked to the journal, to or from the selected people. You can create or maintain the following financial entries and perform the following activities only when you have the Edit/ Maintain right to the journals linked to the entries:

create, edit, recode, and delete bank, cash, giro, sales, or purchase journals
create, edit, import, void, or delete bank, cash, giro, sales, or purchase journal entries
create, edit, void, and delete general journal entries
create opening balances for cash instruments
process bank, cash, sales, or purchase journal entries and modify the attachment of the entries
create and delete recurring journal entries
generate and process single or multiple recurring entries
change single or multiple entries
revalue cash instruments, and
void and process transactions.

You can create or maintain the following cash flow entries and perform the following activities only when you have the Edit/ Maintain right to the journals linked to the entries:

edit cash flow entries
edit, import record, transfer balance, and delete cash instruments
import the statement of banks that were registered prior to this product update
manually or automatically match or unmatch payments or receipts and invoices
create bank statements, reconcile bank accounts and bank statements, and write off or book payments or receipts to specific profit & loss general ledger accounts in any legislations other than the Dutch legislation
update the status of payments of instruments
link prepayment terms to cash instruments and transfer funds to other cash instruments
authorise and process payments, authorise and process payments to be refunded, process and receive payments to be collected, authorise, and process and pay/receive payment terms when you enable the Journalise payments setting and disable the Payment in transit setting under Bank settings, and
delete imported duplicate bank statements.

You can create or maintain other entries when you have the Edit/ Maintain right to the journals linked to the entries:

process direct invoices with the Cash payment method
process POS invoices with the Cash or Cheque payment method
create cash counts for cash registers of POS entries
authorise cash registers of POS entries or create cash withdrawal for the POS entries
void the processed payments or receipts with the Cheque or Letter of credit payment method, even though the Allow: Void setting in the Payments: Void section of Bank settings is enabled.
recode journals or cash instruments
repair financial entries
delete the master data
delete void entries only
import the XML files of financial entries (for more information on function rights required to do this, see the XML section in Function rights for Exact Globe+)
import the XML files of financial transactions, and
create credit card payments or pre-authorise the payments for online credit card transactions in the American and Canadian legislations.

Status

Select Active, Hired, Inactive, or Future to search for people with the corresponding status. Select All to search for people with any status.

Cost center

Type or select a cost centre to search for people from this cost centre.

Person

Type or select the specific person that you are looking for.

Full name

Type a full or partial name to search for people with names that contain the characters.

View only section

This section will display everyone except people who are listed in the Edit/ Maintain section. The people listed in this section have the right to view the respective journal and the financial entries and cash instruments linked to the journal only. Even though the people have been granted with the function right to delete financial entries, they will not be able to delete the information if they do not have the Edit/ Maintain right.

Edit/ Maintain section

This section displays the people who have rights to edit the journal and data in the journal. The people in this section also have the rights to edit and maintain the journals, and financial entries and payments in the journals. The people in this section do not immediately have rights to the menu path of the processes. Thus, the person must have rights to the relevant menu path.

,

Click or to transfer a person or everyone from the View only section to the Edit/ Maintain section. Transferring people from the View only section to the Edit/ Maintain section will assign the Edit/ Maintain right to the respective journal to the selected people.

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Click or to transfer a person or everyone from the Edit/ Maintain section to the View only section. Transferring people from the Edit/ Maintain section to the View only section will remove the Edit/ Maintain right to the respective journal from the selected people.