Row-Level Security in MYOB Advanced

MYOB Advanced (powered by Acumatica) is a cloud-based system that you can access remotely, anytime, anywhere. With this comes the need for complex security and permissions. Make sure your data is accessible but most importantly safe. Security features such as 2FA (2-factor authentication) was rolled out recently and are now automatically part of the login system. Another important feature that is often overlooked or simply not recognised is Row-Level Security.

What is Row-Level Security in MYOB Advanced?

Row-level security allows users to control the visibility of certain data to certain users. It is an under-utilised feature of MYOB Advanced that can be used to apply more complex security policies using restriction groups. A restriction group is a set of entities of two or more types that you can define to either:

  • Restrict employees’ visibility of sensitive data within MYOB Advanced
  • Relate particular entities to each other to only use them together

Row-Level Security scenarios within MYOB Advanced:

Users and General Ledger accounts

With these restriction groups, sensitive General Ledger accounts can be made visible to a limited number of MYOB Advanced users. For example, Executive Salaries & Wages can be restricted to Senior Accountants or higher.

Users and subaccounts

Similar to groups that include users and General Ledger accounts, you can limit the visibility of sensitive subaccounts to the user. For example, MYOB Advanced users belonging to a particular state may be restricted to subaccounts that relate to that state only.

Users and vendor accounts

You can define these restriction groups to make particular vendors visible in the system to users who work with these vendors. For example, non-stock suppliers can be restricted to administration users.

Users and customer accounts

With these restriction groups, MYOB Advanced users can make particular customers visible to only employees who work with these customers. For example, high-value customers can be locked to account managers.

Users and GL budget articles

MYOB Advanced users can limit the visibility of sensitive budget articles so that only particular users can see and work with these articles. For example, budgets detailing Executive related data can be restricted to Senior Finance staff.

Users and warehouses

You can create restriction groups to display a particular warehouse (or set of warehouses) for only users who work with this warehouse (or this set of warehouses). For example, MYOB Advanced users at the Brisbane warehouse can be restricted to seeing their own warehouse only.

Users and inventory items

You can define these restriction groups to reduce the number of items in the lists with inventory items, depending on the particular user logged in to the system. For example, items designated as exclusive may be restricted to key MYOB Advanced users.

Users and projects

These restriction groups will configure the visibility of particular projects only to a responsible project team. For example, Commercial projects can be made available to the Commercial Projects team only.

Branches, General Ledger accounts, and users

This is a 3-way grouping, useful where multiple companies that are different in nature exist in the same tenant. General Ledger accounts can be restricted to a company for specific users. For example, a Trust company that will never sell stock can be locked from posting to Stock on Hand for all MYOB Advanced users.

Branches, subaccounts, and users

This is another 3-way grouping to restrict subaccounts to a company and user combination. For example, the external accountant may be restricted to posting to balance sheet accounts and certain expense/income accounts.

Branches and cash accounts

If there are multiple companies in your tenant, with these restriction groups, you can allow users in each company to work with only branch-specific cash accounts. For example, Cash Accounts for company B can be locked to prevent transactions in Company A from allocation.

General Ledger Accounts and Subaccounts

If you have subaccounts that MYOB Advanced users must use only with particular General Ledger accounts, by defining these restriction groups, you can set up lists of available subaccounts for each General Ledger account. For example, if subaccounts were created for each motor vehicle, these can be restricted to motor vehicles expenses.

If any of these Row-Level Security scenarios would benefit your businesses using MYOB Advanced, give Kilimanjaro Consulting a call. We can help you configure the correct features. If you would like some help in discussing the best set up to match your system and requirements, we can talk you through this and provide some trusted advice. Give us a call on 1300 857464 to discuss more.

Interested in other ways to optimise MYOB Advanced? Check out our handy MYOB Advanced Tips and Tricks blogs. Learn more about generating statements on demand here or how to use the new interface here.

Alternatively, for a comprehensive overview of all of our best MYOB Advanced ‘hacks’ in one place, you can download our PDF – The Ultimate Compilations of Tips and Tricks!

Slicing and Dicing your Financials in MYOB Advanced

MYOB Advanced (powered by Acumatica) is Australia’s number one fully featured business management cloud ERP. Therefore, you can make your ERP system work for you with easily customisable and visually-compelling reports. The General Ledger of any ERP is the primary accounting record for all businesses. Generally, how that data is structured and presented differs between the various ERP packages on the market. Here are just some of the features and benefits of MYOB Advanced General Ledger for analysis purposes. In contrast, few other systems on the market have this depth and complexity available in their General Ledger.

MYOB Advanced – Consolidations

The MYOB Advanced General Ledger can save you countless hours working on complex spreadsheets by fast-tracking your consolidation process. What benefits will you gain with MYOB Advanced?

  • Able to easily consolidate data with multiple entities (regardless of different currency or account structure)
  • Allows you to upload account balances from consolidation units to a parent company at the click of a button
  • Consolidation process can be triggered as often as required within each financial period
  • Consolidation process can be automated
  • Provides access to account mapping from the unit to parent, on a one-to-one or many-to-one basis. Mapping can differ between each consolidation unit
  • Consolidation unit translates the balances to the base currency of the parent company, prior to synchronisation.

MYOB Advanced: Branches

  • You can deploy branches within MYOB Advanced in various ways. For example, the standard approach is to utilise Branches as the traditional cost centre, department, profit centre or location. Alternatively, companies can be defined as branches within a group of companies where the base currency and financial periods are identical. Additionally, Master File records such as customers, suppliers and the chart of accounts can be “shared” across all branches within the group. All transactions are tagged with a branch, supporting the ability to report at the branch level or group level, across all modules.

Branches in MYOB Advanced will give you the benefits of:

  • Saving time preparing journals and reconciling loan accounts between companies, by rather using automatic inter-branch journals that are triggered when a transaction is posted to more than one branch
  • Gaining efficiencies by creating a Master File record once, (customer, supplier or Chart of accounts), and giving access to t to all or selected branches.

MYOB Advanced – Chart of accounts

A well thought out Chart of Accounts in MYOB Advanced can grow with your organisation and streamline your reporting processes.  In this case, you are able to:

  • Customise the structure of your accounts to suit your requirements and enhance reporting
  • Incorporate segments within the account code, as they are user-defined alphanumeric values
  • Group accounts by Type and Class
  • Filter fields to simplify inquiries and reports associated with General Ledger Accounts

MYOB Advanced – Sub Account

Sub-accounts add a meaningful layer of detail to financial information enabling users to analyse data at the most detailed level. Benefits include:

  • Sub-accounts can be up to 30 alpha-numeric characters long with optional segments equating to a countless number of dimensions
  • Sub-accounts can be a defined list, validating transactions as they are entered, or can be entered “on-the-fly”
  • Reports incorporating sub-account information can give you the level of detail to support decision making to improve efficiencies in your organisation
  • Reports and Inquiry screens data based on the entire sub-account or segments within the sub-account

MYOB Advanced – Analytical Reports

Analytical reports are helpful to generate financial statements based on General Ledger data.

In essence, reporting is limited only by your imagination. Using analytical reports, you are able to:

  • Design reports around your organisation hierarchy, chart of accounts and sub-account segment structures
  • Create, for example, a Balance Sheet with comparatives for the past 2 years.
  • Create, for example, a Profit & Loss for Actual and Budget values for the last 3 months and include calculations to display the variance in dollars and as a percentage.
  • Generate reports to the screen in ©Excel or PDF

MYOB Advanced has been designed to meet the demanding needs of larger, more complex businesses. You can make your ERP system work for you even more with easily customisable and visually-compelling reports on sales, forms, invoices and more. By using a combination of some or all the above features, MYOB Advanced can meet the reporting requirements of even the most complex organisations and company structures. Another great way to learn more other handy tips and tricks about MYOB Advanced and reporting, visit another one of our posts.

Above all, if you are interested in MYOB Advanced and how its reporting capabilities are able to improve efficiency in your business, contact us today for a free non-obligatory chat with one of our MYOB specialists and we can discuss your unique business requirements. Alternatively, upskill yourself with our specialised training.