Connect User Group to Voucher Number Series

Explanation

Use this activity to connect and view links between a user group and a voucher number series. This is required for setting up the access to each voucher type and series by a user group. This mandatory task is to be performed by a system administrator or an equivalent person.

When a company is created, voucher types and voucher number series are automatically created. The user group AC is linked to all voucher number series, except for voucher type YE - Year End Accounting. The user group YE is linked to the voucher number series for voucher type YE.

You can limit the authorization level for a user group, indicate the default voucher type, and select the function group connected to the voucher type. The authorization level Approve Only is only applicable to user groups that are connected to functions groups M, K and Q.

Prerequisites

• The user group must be entered in the User Groups window in IFS/Accounting Rules.
• The voucher number series must be entered in the Voucher Series per Voucher Type window in IFS/Accounting Rules.

System Effects

The users belonging to the user group can use this number series throughout the application when creating vouchers, e.g., transferring inventory transactions.

Window

Voucher Series per Voucher Type

Related Window Descriptions

User Group per Voucher Series 
Create User Groups per Voucher Type

Procedure

Use this procedure to connect a user group to a voucher number series:

1. Open the Voucher Series per Voucher Type window.
2. Query for the voucher type.
3. Select one or more years, right-click and then click User Groups Per Voucher Series. The User Group per Voucher Series window opens, displaying the voucher type ID, description, year, period (only if the Voucher Number Series per Period check box was selected when creating the company) and beginning and ending series numbers.  
4. In the User Group field, create a new record and select the group to add to the accounting year's number series from the List of Values.
5. In the Authorization Level field select a value from the list. Selecting Enter Only allows the user to only enter vouchers. Selecting Approve Only allows the user to approve vouchers that are ready to be approved. Selecting Enter and Approve allows users to enter and approve vouchers.
6. To specify the default voucher type for the function group, click Yes in the Default Type list.
7. In the Function Group field, select the function group to connect to the voucher type from the List of Values.  
8. Save the changes.

Note: When function group K is used for automatic transactions the authorization level should be set to Enter and Approve.