How to Set Up and Use Display Account Balance

Overview

The Display Account Balance feature is intended for approvers, managers, and other staff who oversee budgets for specific cost centers or areas of responsibility.

The feature allows authorized users to review overall spending and available budget balances while limiting the accounts they can view based on their assigned workflows and account restrictions.

Proper configuration of workflow segments, account restrictions, and security permissions is important to ensure users only have access to the financial information they are authorized to review. Do not grant permission to Display Account Balance until the appropriate workflow and account restrictions have been configured and verified.

Prerequisites

Before granting a user access to Display Account Balance, verify the following:

• The user belongs to at least one applicable workflow as a Requester or Approver.
• Account Restrictions are configured for each participating workflow.
• Each workflow is configured to include the appropriate budget segments.

Important: Workflow Segment Configuration

The segments included in the workflow determine how account balances and budget information are presented.

Configure the workflow to include only the segments that are relevant to the organization's budget structure. If a workflow includes segments that are not budget segments, Microix may be able to display expense activity for those accounts, but the corresponding budget amount may not be available.

For example, if budgets are maintained by Fund and Department, those segments should be included and appropriately restricted in the workflow.

Security and Privacy Considerations

After configuring a user's access, use the Login As feature to sign in as that employee and review exactly what they can see.

Do not assume that the account restrictions are correct based only on the workflow configuration. Verification helps ensure the user cannot view accounts, departments, cost centers, or other financial information outside their area of responsibility.

Configuration Steps

1. Configure Workflow Account Restrictions

Open each workflow the user participates in and configure the appropriate Account Restrictions.

It is not necessary to restrict every segment. Focus on the segments required to control the financial information the user is permitted to view.

For example, if a user should only have access to specific GL, Fund, and Department, you can restrict each of those segments to the applicable values.

However, if a user should have access to all GL and Fund activity for only the IT Department, you only need to restrict the Department segment to IT. The user will then be able to view activity for all GL and Fund values, but only for transactions coded to the IT Department.

The objective is to ensure that the workflow provides access only to the financial accounts the user is authorized to review.

2. Grant Display Account Balance Permission

Navigate to Maintenance>Security:

1. Expand List of Functions and select Requisition/Purchase Order>Display Account Balance.
2. Select target User(s) and click the Add button.
3. Close the security page when completed.
4. Optionally, review the "Search Existing Assigned Permissions" and filter on Display Account Balance to view which users currently has access.

The user must have this permission before they can access the Display Account Balance page.

3. Verify the User's Access

Use the Login As feature to log in as the user.

Open Display Account Balance and verify:

• When viewing the data, the expected accounts are displayed.
• Accounts outside the user's responsibility are not displayed.
• Budget values are displayed for the appropriate budget segments.
• Expense information is limited to the expected accounts.
• Detailed transaction information is hidden when required by Global Setting 304.

If the user can see information they should not have access to, log back in as an administrator and adjust the workflow account restrictions.

Repeat the verification until the results are correct.

4. Review All Workflows Assigned to the User

If the user belongs to multiple workflows, review the Account Restrictions for each workflow. You can also prevent the user from accessing Display Account Balance information if they are associated with other workflows.

For any workflow that should not be included in the user's Display Account Balance results, open the applicable workflow and enable Disable Display Account Balance.

This allows the user to remain a member of the workflow for normal processing while excluding that workflow from their Display Account Balance access.

A user's Display Account Balance access can be affected by all participating workflows. Therefore, each workflow should be configured according to the accounts and cost centers the user is authorized to access.

After making changes, use Login As again to verify the combined results.

Recommended Configuration Process

For each user who requires Display Account Balance:

1. Identify the cost centers, departments, funds, or other accounts the user is authorized to review.
2. Confirm the user belongs to the appropriate workflow(s).
3. Configure Account Restrictions for the applicable workflow segments.
4. Confirm that the workflow includes the appropriate budget segments.
5. Grant Display Account Balance permission through Security.
6. Configure Global Setting 304 when transaction-level details should be hidden.
7. Use Login As to verify the user's actual results.
8. Adjust restrictions as necessary and retest.

Important: Always verify Display Account Balance access using Login As before considering the setup complete. This is the best way to confirm that the employee can see the financial information they require without exposing accounts or transaction details outside their authorized area.