Accounting Tab of Roles

Use the Accounting tab to control users' access to accounting-related functions and records.

Contents

Field	Description
Full Access to all Transaction Types	Select this option to give the role full access to all transaction types in the Transaction Center. Selecting this option disables the Transaction Type grid.
Transaction Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Transaction Type Grid	This grid is enabled when the Full Access to all Transaction Types option is not selected. Use this grid to select the types of transactions that the role can access and the functions that they can perform in the Transaction Center and related advanced utilities. This includes transaction entry, transaction lists, and the ability to generate posting logs. The selections that you make here do not control access to Posting Log Review reports. They do, however, impact the information that displays on the Role Summary report. To select a transaction type, click Insert and use the Transaction Type option to specify a type of transaction or to select <All Types> (to enable access to all transaction types). Use the additional columns on this grid to further refine the role's access rights for each transaction type. Some transaction types do not have all options available because Deltek automatically performs these functions. For those transactions where these options are available, select the check boxes in each column as needed: Enter: Selecting this column enables the ability to create a new transaction file for the selected transaction type (Transaction Center > Transaction Entry). This also allows you to create the records within transaction files, modify the contents of existing transaction files, set control totals, establish recurring transactions, and use the data import utility for the selected transaction type. You can also delete transaction files, if needed, and unlock locked transaction files (Utilities > Advanced Utilities > Locked Transaction Files). Report: Selecting this column enables the ability to create a transaction list report (Transaction Center > Transaction Lists) and see and print posting logs (Transaction Center > Posting Logs) for the selected transaction type. Transaction lists are printouts of the transaction files that you create in transaction entry. To reduce the chances of posting inaccurate data, review transaction lists before you post data to the database. Post: Selecting this column enables the ability to post (Transaction Center > Transaction Posting) and print posting logs (Transaction Center > Posting Logs) for the selected transaction type. When you post the transaction files in Deltek, you make the data a permanent part of your database. Posting updates your general ledger, subsidiary ledgers, and project files; it also allows you to generate up-to-date reports for the selected transaction type. Company: If you use multiple companies, this column also displays. By default, this option is set to <All> to provide access to all companies that this role has rights to. However, you can use the drop-down list in this column to limit the role's access rights to one company. For example, a role may have the ability to enter, report, and post for AP vouchers in Company 12, but can post AP disbursements for all companies. In this case, AP Voucher would have the Enter, Report, and Post check boxes selected and Company 12 specified in the Company column. AP Disbursement would only have the Post check box selected and <All> specified in the Company column. No two rows can have the same Transaction Type and Company. You can have a row with a Transaction Type that applies to only one company and then have another row with the same Transaction Type that applies to <All> companies. However, the two rows must have different rights. Deltek will use the row that matches the Transaction Type and exact company first. For example, a role may have the ability to Enter, Report, and Post for Cash Receipts in <All> companies, and also have a row that only has the Enter and Report check boxes selected for Cash Receipts in Company 12 (a specific company). The role will not be able to post Cash Receipts for Company 12 because the company-specific row is used before the row for <All> companies. To remove this role's access rights to a transaction type, highlight the transaction type and click Delete.

Payroll Security

Use these options to specify privileges for roles that have access to Payroll.

Field	Description
Include paychecks on check register and bank reconciliation	If this role has access to the Bank Reconciliation and Check Register Accounting options on the General tab, you can select this option to make payroll processing entries available to the role. For the role to access the Check Register report, the Check Register report must be selected in the Accounting reports, Reports for this Role area on the Access Rights tab.
Allow payroll processing in prior W2 quarter	Select this option to allow payroll processing in a prior or closed period, or prior W2 quarter. Deltek recommends that you do not process payroll in a previous period. Doing so could invalidate any data already processed in subsequent periods, such as limits on withholdings, wage base considerations for withholdings, and so on.

Multicompany Security

Use these options to specify privileges for roles that have access to the Deltek Multicompany application.

Field	Description
Allow cash receipts for other companies	If your firm uses multiple companies, select this option to allow this role to enter invoice related receipts in Cash Receipt Transaction Entry. These receipts are entered across companies for all projects in the database. If this option is not selected, users only have access to enter cash receipts for projects that were billed in the same company in which the cash receipt is being recorded.
Allow reprocessing of intercompany billing files	If your firm uses multiple companies, select this option to allow this role to reprocess intercompany billing files in Accounting > Intercompany Billing with a status of Processed. Reprocessing intercompany billing files may result in a duplicate General Ledger posting. When you select this option, the role can access the Show posting logs where intercompany billing has already been run option on the General tab of Accounting > Intercompany Billing.

Billing Security

Use these options to specify privileges for roles that have access to Billing.

Field	Description
Interactive Billing and Invoice Approvals	Specify the type of access that you want users in this role to have to Interactive Billing. If your enterprise enables invoice approval, some of these settings also control access to options on the Interactive Approvals form. Allow hold: Select this check box for access to the Hold button on the transaction detail tabs of the Interactive Billing form and Interactive Approvals form so you can save a transaction for billing at a later date. Allow write-off: Select this check box for access to the Write-off button on the transaction detail tabs of the Interactive Billing form and Interactive Approvals form. Use write-offs to mark hours that have been charged but cannot be billed. Selecting this option prevents the transaction from being billed, but allows the amount to appear on reports. When you write off a transaction, no accounting entries are made. Allow delete: Select this check box for access to the Delete button transaction detail tabs of the Interactive Billing form and Interactive Approvals form. Use delete to remove a transaction from the set of billable transactions. Changing the status to Delete does not actually delete the transaction. The status of Delete allows you to run reports that distinguish between a write-off and a transaction that was entered but removed before invoicing, possibly due to a data entry error. Allow final processing: Select this check box for access to accept an invoice, void an invoice, assign an invoice number, bill retainage, and enter notes on the General tab of Interactive Billing. This option must be selected before you can select the Allow invoices on file to be deleted check box. Allow invoices on file to be deleted: This check box is enabled only if the Allow final processing check box is selected. Select Allow invoices on file to be deleted if you want users in this role to be allowed to delete invoices from Invoices on File in Interactive Billing. Deleting an invoice prevents you from being able to re-print or void the invoice. Use caution in permitting users to have this access. Allow changes to supporting documents: This check box is enabled if you use the Transaction Document Management (TDM) feature. Select this check box if the role should be able to upload supporting documents to, or delete supporting documents from, Interactive Billing. Selecting this option also enables you to print supporting documents with an invoice. Allow insert: Select this check box for access to the Insert option to review, modify, and add new billing information on the transaction detail tabs of the Interactive Billing form and Interactive Approvals form. Allow modify: Select this check box for access to the Modify button, Status drop-down list, and Insert option to review, modify, and add new billing information on the transaction detail tabs of the Interactive Billing form and Interactive Approvals form. Allow transfer: Select this check box to enable the Transfer option on the transaction detail tabs of the Interactive Billing form and Interactive Approvals form. Allow edit/upload: Select this check box to enable the Upload option in Interactive Billing. If none of these check boxes are selected, the role will only be able to view the Status column in the detail grid on the Labor tab in Interactive Billing.
Batch Billing: Allow final processing	Select this option to enable the Run Type field on the Batch Billing form, which allows the role to process final bills. By default, this option is not selected.

Miscellaneous

Field	Description
Allow processing in closed periods	Select this option to allow access to postings and other account related processing menus in closed periods. If you do not select this option, Deltek disables access to these menus in a closed period. This setting affects the following applications: Transaction Center Accounting Billing Human Resources If a user tries to run one of these applications while in a closed period, or tries to switch to a closed period while running one of these applications, the user receives an error message.
Allow processing in prior periods	Select this option to allow access to postings and other account related processing menus in prior periods. The current period is the most recent period that has been opened. This setting affects the following applications: Transaction Center Accounting Billing Time and Expense Human Resources If a user tries to run one of these applications while in a prior period, or tries to switch to a prior period while running one of these applications, the user receives an error message.
Allow modifications in vendor review	Select this option if users in this role can make modifications in Vendor Review, including modifying the address code, payment date, or bank code for all accounts payable vouchers that have a balance.
Allow asset entries for AP Vouchers and Journal Entries	If you use the Asset Management application, select this option to give users in this role the ability to enter asset items for accounts payable vouchers and journal entries. When you select this option, the Allow Asset Entries option is enabled on the New Files dialog box in the Transaction Center for journal entries and AP vouchers: For AP vouchers, Deltek enables the Create Asset option on the AP Vouchers Detail grid in the Transaction Center. When you select the Create Asset option for a line item, Deltek automatically generates a new equipment record for the asset item in the Equipment hub for the AP voucher line item when you post the AP voucher. In addition, you can add to the acquisition cost of an existing asset record in the Equipment hub. For Journal Entries, Deltek adds an Equipment column to the Journal Entries form in the Transaction Center. This creates a relationship between the equipment, or asset item, and is recorded on the History register for the transaction. The equipment number links the depreciation general ledger entry to the asset item.
Accounts Receivable comment review access	Specify the type of access that you want users in this role to have for reviewing comments on invoices, reports, and in Project Review. Full: The user can review all comments. None: The user cannot see any comments. By User: The user can review only those comments that he or she created.
Accounts Receivable comment update access	Specify the type of access that you want users in this role to have for updating comments on invoices, reports, and in Project Review. Full: The user can update all comments. None: The user cannot update any comments. By User: The user can update only those comments that they created.
Project Budget Worksheet	Use this option to specify the type of access that you want users with this role to have to the Project Budget Worksheet. Read Only:The user can view the information on the Project Budget Worksheet, but make no changes. Percents: The user can make modifications to the overall, labor, and expense percent completes in the Budget Setup section of the worksheet, and make modifications to the percent completes specified in the labor or expense budget detail lines. Budgets: The user can modify existing budgets, add or delete budgets, recalculate the worksheet, and/or enter percent completes on the worksheet. Full: The user can make modifications to existing data; add, modify, or delete budgets; enter compensation, consultant fees, and reimbursable amounts; recalculate the worksheet; and/or enter percent completes on the worksheet.
Labor Cost Rates/Amounts	Select this option to specify the type of access that you want users in this security role to have for reviewing labor cost rates and amounts on reports and project plans. The default is No Access. No Access: The user cannot access cost rates or cost amounts on screens and reports. Subtotals Only: The user can access cost amounts on subtotal lines on reports and screens, but not on detail lines. Final Totals Only: The user can access cost amounts on grand total lines on reports and screens, but not on detail report lines, screens, or subtotal report lines. Full Access: The user can access all cost rates and cost amounts. Keep these facts in mind when assigning cost rate access: Because cost rates impact many areas of Deltek, it is important to ensure that the correct level of security is assigned. Contact your implementation specialist for further details. The cost rates setting applies to JTD labor cost and associated calculations (for example, EAC labor cost). This setting does not apply to planned labor costs; users with No Access can view all planned labor costs. A role must have Full Access to view a plan that has a Labor/Cost Rate Method of From Employee Provisional Rate in Planning.
Include cost amounts in spent and profit calculations	Select this option if you want users in this role to see spent and profit calculations when viewing labor cost amounts when a report is run at cost rates.
Labor Burden Rates/Amounts	Select this option to specify the type of access that you want users in this role to have for reviewing labor detail, including overhead, on Project reports. The default is No Access. No Access: The user cannot access burden rates or burden amounts on screens and reports. Subtotals Only: The user can access burden amounts on subtotal lines on reports but not on detail lines or screens. Final Totals Only: The user can access burden amounts on grand total lines on reports but not on detail lines, screens, or subtotal lines. Full Access: The user can access all burden rates and burden amounts.
Include Burden Amounts in Spent and Profit Calculations	Select this option if you want users in this role to see spent and profit calculations when viewing labor cost amounts when a report is run at burden rates.