Where is my Compiere Accounting Information?

A common question I have seen is Why do I get the message 'With your current role and settings you cannot view this information' or Why can't I see the Not Posted / Posted button on Documents?

By its nature, accounting information contains sensitive data and companies generally want to restrict access.  In Compiere this is done through a combination of Security and Preferences.

In Compiere, accounting information can be accessed in a number of ways. These include windows like Accounting Fact Details, Account Elements, Accounting tabs, the Posted button on Documents and the Account Info window.  The challenge in security is to ensure that you can restrict access from any angle or access vehicle. 

First step is Data Access.  In Compiere the Role a user is assigned to and accesses the application with determines what windows, reports, processes, forms and data can be accessed.  If a user does not have access to a specific table (Accounting Fact Details for example) then that window will not appear in their menu when logging in.  Therefore, in a users Role you would ensure that they do not have access to the appropriate windows.  This will prevent the direct access.

Next step is the Role definition.  In the Role window there is a check box 'Show Accounting'.  If this check box is selected then a user who logs into the application with this role could view the Not Posted / Posted Button (and therefore access the Account Info window).

Lastly, is User Preferences. You access the Preferences from Tools / Preferences.  There is a flag in the Preferences Window called Show Accounting Tabs.  This should be selected to see items like the default accounts for Business Partner Group or the Not Posted / Posted button. Note: If a user's Role does not have the Show Accounting check box selected then this field is deselected and protected in the Preferences window.

So, if a user should have access to Accounting Data you should check the following:

• What Role are they using and does that Role have access to the desired window?
• Does the Role have the Show Accounting check box selected?
• In Preferences, is the Show Accounting Tabs check box selected?

You can also define more granular access like restricted access to specific accounts.  Look for future Hints and Tips for details on how data level security works in Compiere!