Maintain User Restrictions {FCSM-4}

Once the user has access to an option (as allocated through "Link Users to Functions" in {USERS-3}), this option may define additional access, restriction and/or exclusive rules to the option.


For further details on this option blocks and field information , see Maintain User Restrictions {GCS-11}

To view all restrictions on the Integrator system click here.


Financial clients can send their user restriction specifications to ITS for a quotation if more restrictions are needed.


Reasons for user restrictions

Definitions of the restriction types:

Restriction

If the user is not link to the restriction code, the user has full control on all the data of the option.

Else, if linked to the restriction in block 2, the user is limited data according to the rules of the restriction code

Access

Although the user has access to an option as per {USERS-2 & 3}, additional access is needed.  This additional access is granted to the user when link to the restriction code is block 2 and the user is limited data according to the rules of the restriction code.

Exclusive

It is the opposite of a restriction above

If the user is not link to the restriction code, the user has full control on all the data of the option.

Else, if linked to the restriction in block 2, the user has access to the data not limited by the rules of the restriction code.


Use Sequence

If yes, then the restriction code required more information in block 3.  The restriction rules will define how block 3 must be setup.

The Financial Restriction Code and there rules:

Code Description Subsystem System Operational Definition
{FCSM-1} 		Restriction/
Access/
Exclusive		 Use Sequence / Group
 Rule Additional Information
BAMT
 Update Bursary Amount
 BL
Access
 Group
A user will only be able to update the amount available on the bursary definition {FBLO-1} if linked to this restriction, regardless of the type of access (select / update as defined in {USERS-3}) to the menu option.
BMAX
 Update Maximum Amount
 BL
Access
 Group
A user will only be able to update the maximum amount per student on the bursary definition {FBLO-1} if linked to this restriction, regardless of the type of access (select / update as defined in {USERS-3}) to the menu option.
BCOD
 Bursary Codes
 BL
Restriction
 Group
A user that is not linked to specific bursary codes via this restriction will be able to allocate money to students in {FBLO-4} and {FBLO-6} against any bursary code.
If users must be restricted to specific bursary codes, the specific bursary codes must be linked to the user via this restriction and a restriction group.
BSTD
 Delete Bursary Status
 BL
Restriction
 Group
A user that is not linked to specific bursary status codes via this restriction will be able to delete any status code from students in {FBLO-14}.
If users must be restricted to delete specific bursary status codes, the specific bursary status codes must be linked to the user via this restriction and a restriction group.
BSTL
 Link Bursary Status
 BL
Restriction
 Group
A user that is not linked to specific bursary status codes via this restriction will be able to link any status code to students in {FBLO-14}.
If users must be restricted to link specific bursary status codes, the specific bursary status codes must be linked to the user via this restriction and a restriction group.
BSMS
 Send SMS Message
 BL
Access
 Group
Access is given to users to send individual SMS messages from {FBLO-4} and {FBNO-2} to students.
If not linked to this restriction, the user will not be able to send SMS messages.
CBCB Bookings restrict to Campus and Building   CR   Restriction None  *1
 May have more than one record per person type and user id.

Must specified a campus code {SPCS-1} or building {SPCS-4} or both. List of value function is available on the fields.

*1 - If linked, the user can only process/query bookings {BOPS-1} for the specific campus and/or building link to the user in block 2.
FCTI CT and CB Cashier ID Restriction CT   Restriction None  *2
 May have more than one record per person type and user id.

Must specified a cashier Id {FCTM-1} and cash book {FCSC-4} List of value function is available on the fields.

*2 - If linked, the user can only process/query CT and CB  transaction with the cashier id for the specific cash book link to the user in block 2. Options that will apply this restriction are: {FCBO-1}, {FCBO-21}, {FCBO-27}, {FCTO-3}, {FCTO-6}, {SCOUR-5}.
FCTS CT Access to Cheques - Payroll Excluded CT   Restriction None *3 Only one record per person type and user id.

*3 - Users linked to this restriction may only query cheque transactions and payroll cheques will be excluded from the query. Options that will apply this restriction are: {FCTO-6}, {FCTO-23}, {FCTM-3}, {FPMOPD-21}, {FPRM-24}
FGLC GL/BC Access per Department, Category GL   Access Sequence
 Rule AB May have more than one record per person type and user id.

Can specified either
Sequence (Amount Ranges Sequence  1 up to 50 and Account Categorie Sequence numbers must be greater than 50).

Department Code {GCS-4}

Cost Centre {FCSO-1}

Journal Type (Actual, Budget or Both)
and/or

In/Exclude Rules. Always specified In/Exclude field although is is not mandatory.

If you enter the Cost Centre {FCSO-1} and the department is null, the system will default the cost centre's department code in the department code field.

List of value function is available on the fields.

This restriction applies to the following menu options:
{FARO-23} General Ledger Journals
{FCTO-8} General Ledger Journals
{FGLO-1} Journal Transactions
{FGLO-2} Batch Journal Transactions
{FGLO-3} Repeating Journal Transactions
{FGLO-5} Distribution Journal
{FPMO1-31} Maintain General Ledger Journals
{FPMO2-31} Maintain General Ledger Journals
{FPMO3-31} Maintain General Ledger Journals
{FPMO4-31} Maintain General Ledger Journals
{FPMO5-31} Maintain General Ledger Journals
{MEBO-7} Single Budget Journal Adjustments
{MEBO-8} Batch Budget Journal Adjustments

FJCS Job Costing Departmental Restriction JC   Restriction None *5
 May have more than one record per person type and user id.

Must specified a Department Code {GCS-4}. List of value function is available on the fields.

*5 - If linked, the user can only process/query job costing for the specific department link to the user in block 2.

This restriction applies to the following menu options:
{FJCO-1} Maintain Projects and Jobs
{FJCOR1-1} Print Uncompleted Jobs
{FJCOR1-2} Print Petty Cash Request
{FJCOR1-3} Job Report
{FJCOR1-4} Hours Booked Report
{FJCOR1-5} Vehicle Usage Report
{FJCOR1-6} Personnel Performance Report
{FJCOR1-7} Project Report
{FJCOR1-8} Project Report per Requisition
{FJCOR1-21} List of Projects
{FJCOR1-22} Print Job Cards
{FJCOR1-25} Job Overview
{FJCMR1-2} Labour Rate Report
FMEC Central Booking Media Equipment PM   Restriction None  *6
 Can have only one record per person type and user id.

Does not have any specific fields, only enter the restriction code, person type, user id and <SAVE>.

*6 - If linked, the user access is limited to media equipment in central booking link to the user in block 2.

This restriction applies to the following menu options:
{BOPS-1} Bookings
{BOPS-6} Query Meals per Booking

FNTC Note Category Restriction  CS   Restriction None  *7 May have more than one record per person type and user id.

Must specified
Note Category {GCS2-8}

List of value function is available on the fields.

*7 - User may only enter or query financial notes of the note category of the restriction.

This restriction applies to all financial programs that are link in option {GCS2-14}

The note category 'ZPDN' is a ITS defined category called Public Domain Notes and cannot be restricted. This category must specifically be used when notes are created that must print on the Student Debtor statements and Accounts Receivable Debtor statements. Only notes linked to this category will print on statements.
FNTE Exclusive Note Category Usage  CS   Exclusive None  *8 May have more than one record per person type and user id.

Must specified
Note Category {GCS2-8}

List of value function is available on the fields.

*8 - User will not be able to enter or query financial notes of the note category of the restriction.

This restriction applies to all financial programs that are link in option {GCS2-14}

The note category 'ZPDN' is a ITS defined category called Public Domain Notes and cannot be restricted. This category must specifically be used when notes are created that must print on the Student Debtor statements and Accounts Receivable Debtor statements. Only notes linked to this category will print on statements.
FNTS Notes NOT Accessible CS
   Access None *9 Only one record per person type and user id.

*9 -  The User will not be allowed into financial notes.

This restriction applies to all financial programs that are link in option {GCS2-14}

This includes notes linked to category 'ZPDN' . The user will not have access to notes at all. Notes linked to category 'ZPDN' that were printed as part of a statement will be visible where ever the statement can be printed or viewed.
FP PM Allow Processing of All Documents PM   Access None
 Rule AC A user can perform Document processing and query functions for all Types of Documents on the PM Subsystem.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO3-26} Maintain Stock Level Adjustments
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
{FPMO4-6} Inter Store Transfer
{FPMO4-26} Maintain Stock Level Adjustments
{FCTO-11} Cheque Request Validation
{FPMEMM-2} Resend or Follow-Up of Order
{FPMO1-1} Maintain Requisitions
{FPMO1-2} Buyer Requisition Scheduling
{FPMO1-3} Buyer Quotation Maintenance
{FPMO1-7} Query Document Detail
{FPMO2-1} Maintain Orders
{FPMO2-5} Query Document Detail
{FPMO2-6} Place Order from Request
{FPMO3-1} Maintain GRV
{FPMO3-2} Maintain Supplier Returns
{FPMO3-5} Query Document Detail
{FPMO4-5} Query Document Detail
FPCC PMIS Allowed Cancelled Creditor Documents PM   Access None Rule AC A user can cancel all creditor input documents.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO5-5} Cancel Invoice
FPCP PMIS International Draft  PM   Access None Rule AC A user can update the print indicator of International Drafts

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO5-10} Quick Capture Invoice
FPCR PMIS Retain Access PM   Access None Rule AC A user is allowed to update creditor retain data

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO5-6} Retain Invoice

FPCY PMIS Payment Terms Access  PM   Access None Rule AC A user can update creditor payment term data

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO5-7} Maintain Payment Terms








FPFD Processing of Future Documents PM   Access None Rule AC A user can perform document processing and query functions for all Type of Documents where the year and/or cycle is in the future.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO1-1} Maintain Requisitions
{FPMO2-1} Maintain Orders
FPO Processing of Order Documents PM   Access None Rule AC A user can perform document processing and query functions for Type of Documents O, OC and/or OP.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMEMM-2} Resend or Follow-Up of Order(s)
{FPMO1-7} Query Document Detail
{FPMO2-1} Maintain Orders
{FPMO2-5} Query Document Detail
{FPMO2-6} Place Order from Request
{FPMO3-5} Query Document Detail
{FPMO4-5} Query Document Detail
FPR Processing of Req Documents PM   Access None Rule AC A user can perform document processing and query functions for Type of Document R.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FCTO-11} Cheque Request Validation
{FPMO1-1} Maintain Requisitions
{FPMO1-2} Buyer Requisition Scheduling
{FPMO1-3} Buyer Quotation Maintenance
{FPMO1-7} Query Document Detail
{FPMO2-5} Query Document Detail
{FPMO3-5} Query Document Detail
{FPMO4-5} Query Document Detail
FPS PMIS Stock Documents PM   Access None Rule AC A user can perform document processing and query functions for all Store Type of Documents.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO3-26} Maintain Stock Level Adjustments
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
{FPMO4-6} Inter Store Transfer
{FPMO4-26} Maintain Stock Level Adjustments
FPSA PMIS Stock Issue Documents PM   Access None Rule AC A user can perform document processing and query functions for Type of Documents SA, SB and/or TA.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
FPSC PMIS Stock Transfer Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SC and/or TC.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-6} Inter Store Transfer
FPSD PMIS Stock Debit Sales Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SD, SE, TD and/or TE.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
FPSF PMIS Stock Study Guide Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SF, SG, TF and/or TG.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
FPSH PMIS Stock Cash Sales Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SH and/or TH.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
FPSK PMIS Stock Adjustment Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SK and/or TK.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO3-26} Maintain Stock Level Adjustments
{FPMO4-26} Maintain Stock Level Adjustments
FPSL PMIS Stock Adjustment GRV Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SL and/or TL.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO3-26} Maintain Stock Level Adjustments
{FPMO4-26} Maintain Stock Level Adjustments
FPGProcessing of Order DocumentsPM
AccessNoneRule AC
Discontinued
FPSP PMIS Stock Cash Purchase Documents PM   Access None Rule AC A user perform document processing and query functions for Type of Documents SP and/or TP.

Only one record per person type and user id.

This restriction code form part of the FP% Access group.
See Rule AC for detail information.

This restriction applies to the following menu options:
{FPMO4-1} Stock Issues
{FPMO4-2} Stock Returns
RSAM Stock Adjustment PM
Restriction None No Only one restriction record per person type and user id is allowed. A user linked to the restriction may not process a stock adjustment in the options {FPMO4-26} or {FPMOST-2} on an item where the total value of the stock adjustment exceeds the amount restriction the user is restricted to. 
FVTBRestrict Vehicle BookingGL
RestrictionSequence

Discontinued
FVEN Access Denied for Invoicing in Central Booking Venue CR   Restriction None *10
 Only one record per person type and user id.

*10 - May not process invoices (Accounts Receivable Subsystem) in the menu option below.

This restriction applies to the following menu options:
{BOPS-1} Bookings
FVTC Access Limited to Vehicle Tracking in Central Booking PM   Restriction None
Only one record per person type and user id.

*10 - May not process bookings for vehicles in the menu option below.

This restriction applies to the following menu options:
{BOPS-1} Bookings
{BOPS-6} Query Meals per Booking
SAFS Restrict User to Specific Financial Status Code/s Only SD   Restriction None *11 May have more than one record per person type and user id.

Must specified
Financial Status Code {FSAC-1}

List of value function is available on the fields.

*11 - User will only able to maintain financial status codes linked to the restriction.

This restriction applies to the following menu options:
{FSAO-4} Maintain Student Banking Detail
{FSAO-12} Maintain Student Financial Status
{FSAO-13} Student Payment Agreement
{FSAO-14} Maintain Student Payment Methods
SCRT Restrict User to Process Transactions to a Specific Campus SD   Restriction None
Discontinued
RRAF Restrict user to update raise application fee SD
Restriction No
Discontinued



Rule AB
It is an Access restriction type:

The user must first get access to the option/s, as mentioned above, and then the user must be link to this restriction code, at leased one record, where the Journal Type is Actual/Budget/Both.  This will enable the user to process GL Journals on the system without further restrictions.

Users not linked to this restriction cannot process any journals.
In/Exclude Rules.

The users must first get an Include Restriction and there after portions include restriction can be excluded.

Example:

In the department 5 there are cost centre’s 0001, 0002, 0003, 0004 and 0005.

Users Anna may process journals only on cost centre’s 0001, 0003 and 0005

Setup the this restriction code, as followed, for user Anna:

Code User Dept Cost Centre Journal Type In/Exclude
FGLC Anna 5
B Include
FGLC Anna 5 0002 B Exclude
FGLC Anna 5 0004 B Exclude

Although it is a Access restriction type, it has also the function to restriction users to departments, cost centres, amount ranges and/or account categories:

On block 2, the restriction code and user code may be linked to a department code and/or a Cost Centre code and/or a sequence, but must be linked to a Journal Type. Journal Type is, thus, mandatory. The user can only be linked to one type of journal. Should the type of journal be updated for any record for a user to another journal type, all other records for the user will be updated.

The program will, however, validate that the cost centre specified does belong to the department specified.  Thus, should a record be defined and the department is not specified but the cost centre is specified, the program will automatically populate the department field with the department code of the cost centre.  Furthermore, if the department and the cost centre are specified, the program will validate that the cost centre does belong to the department.
Amount Range Sequence:

If the sequence range is between 1 and 50, the department and cost centre fields must be null. There can only be one record for sequence 1 to 50 per user. The sequence range 1 to 50, for this restriction, refers to journal amounts. These must be defined on block 3 for the sequences to be used block 2. Note: The program will not validate for overlaps and gaps in ranges for sequences. Thus, care must be taken when defining ranges for sequences on block 3.

The Sequence must be between 1 and 50.

Any portion of this Sequence range can be used.

The End Sequence Number of a Record and Start Sequence Number of the next record must 

      be continuous, if the two sequences are user with a user and restriction combination.

Example of Amount Range using sequence between 1 and 50:

Sequence # Start Number End Number
1 0.00 5000.00
2 5000.01 10000.00
3 10000.01 15000.00
7 0.00 200000.00
9 500000.00 1000000.00
13 0.00 50000.00
14 50000.01 100000.00
15 100000.01 150000.00

User and restriction combination can be link to:

Sequence 1 to 3 or a combination thereof
Sequence 7
Sequence 9
or
Sequence 13 to 15 or a combination thereof
But not to:
1 to 15 or a combination thereof, because the End Number (15 000) of sequence 3 and Start Number (0.00) of the next sequence, 7, must be continuous.  The same applies for sequences 7 and 9 or 9 and 13.
Account Category Range Sequence:
Whether sequence range between 51 and 99 is used or not, multiple records may be defined for various combinations of department, Cost Centre, Include/Exclude fields. However, care must be taken when defining these records per user, since the program will not validate for duplicate records.   

Sequence 51 to 99, in this restriction, refers to account categories. Sequences for account categories must be defined on block 3.  Once again, care must be taken in defining these ranges since the program will not validate for overlaps and gaps.

Account Category ranges use the start and end Sequence to identify the account category range.
The Sequence must be between 51 and 99. 
Any portion of this Sequence range can be used.
The End Sequence Number of a record and Start Sequence Number of the next record must be continuous, if the two sequences are used with a user and restriction combination.
Example of Account Category Range using sequences between 51 and 99:
Sequence # Start Number End Number
51 0.00 299.00
52 300.01 329.00
53 330.01 489.00
57 0.00 740.00
59 750.00 999.00
63 0.00 100.00
64 100.01 200.00
65 200.01 380.00

User and restriction combination can be linked to:
Sequence 51 to 53 or a combination thereof.
Sequence 57
Sequence 59
Or
Sequence 63 to 65 or a combination thereof
But not to:
51 to 65 or a combination thereof, because the End Sequence Number (489.00) of sequence 53 and Start Sequence Number (0.00) of the next sequence 57 must be continuous. The same applies for sequence 57 and 59 or 59 and 63.

Rule AC
FP% Access group:
This rule exclude restriction code FPD%
This access group is divided into a three level hierarchy. Access code/s, per user, on the fist level override the second and the second override the third.  The hierarchy has the flexibility that the client can give the user the correct/as closely as possible subsystem PM access authority.
Level 1 Level 2 Level 3

FPS (Store)
 FPS level 3 access restrictions are:
FPSA, FPSC, FPSD, FPSF. FPSH,
FPSK, FPSL, FPSP
FPFD Has no level 2 codes
 Has no level 3 codes
FPCC Has no level 2 codes Has no level 3 codes
FPCP Has no level 2 codes Has no level 3 codes
FPCR Has no level 2 codes Has no level 3 codes
 FPCY Has no level 2 codes Has no level 3 codes
It is an Access restriction type:

The user must first get access to the option/s, as mentioned, and then the user must be link to this access restriction code/s.  This will enable the user to process PM documents on the system without further restrictions.

Users not linked to this access restriction cannot process any PM documents.
These Access definitions do not use any Boiler Plates or Sequences.  
A user can only be linked once to an Access code.  
The Access does not control the Type of Document for option {FPMO3-1} and {FPMO5-1}



History Of Changes

Date System Version By Whom Job Description
06-May-2007 v01.0.0.0 Bea Swart t133488 Make the manual a duplicate manual with reference to {GCS-11}.
17-May-2007 v01.0.0.0 Amanda Nell t133488 Changes to content of manual
25-Aug-2008 v01.0.0.0 Magda van der Westhuizen t151378 Remove restriction FVTB.
25-Oct-2008 v01.0.0.0 Charlene van der Schyff t151378 Edit manual added new link to User_restriction.
23-Feb-2009 v01.0.0.1 Ernie van den Berg t155140 Revise manual
20-Aug-2010 v02.0.0.0 Christel van Staden t160866 New note category 'ZPDN' cannot be restricted
08-Sep-2010 v02.0.0.1 Marchand Hildebrand t160963 New stock adjustment amount restriction 'RSAM'
18-Dec-2012
 V02.0.0.2
 Marchand Hildebrand t183060
 New Finance User Restrictions
05-Mar-2013
 V03.0.0.0
 Christel van Staden
 t184615
 Add user restrictions for BL
22-Aug-2013
 V03.0.0.1
 Marchand Hildebrand
 t193197
Add restriction RRAF
16-Aug-2019
 v04.1.0.0
 Ndivhanga Mushando
 t238026
 Discontinue restrictions FPG,FVTB,RRAF