GL Account Lookup Setup
Access the Group Definition window in J1 Desktop.
Select the user group to which you are assigning users.
Click the Membership button. The Group Membership window appears.
From the Non-Members panel on the right-hand side of the window, select the users to be added to the new user group.
Drag the user to the Members panel or click the Add Arrow button. The user is added to the user group.
Click the OK button. The Group Membership window saves the changes and closes. The Group Definition window reappears.
Access the Group Definition window.
Select the user group to which you are granting J1 Desktop permissions.
Click the Permission button. The Group Permissions window appears.
To assign the user group access to specific modules, click the Modules tab.
Select modules from the Not Allowed panel and drag the modules to the Allowed panel or click the Add Arrow button.
Click the Apply or OK button. The modules are now available to the user group.
To assign the user group access to specific activity centers, click the Activity Centers tab.
Select activity centers from the Not Allowed panel and drag them to the Allowed panel or click the Add Arrow button.
Click the Apply or OK button. The activity centers are now available to the user group.
To assign the user group access to specific functions, click the Functions tab. The Functions tab appears.
Select activities from the Not Allowed panel and drag them to the Allowed panel or click the Add Arrow button.
Tip
To allow the members of the user group to view data on a window associated with an activity but not update it, select the View Only checkbox.
Note
If you do not have a license to a particular function, the You do not have license to icon appears.
Click the Apply or OK button. The functions are now available to the user group.
To assign the user group access to specific task lists, click the Tasklists tab.
Select task lists from the Not Allowed panel and drag them to the Allowed panel or click the Add Arrow button.
Click the Apply or OK button. The task lists are now available to the user group.
Access the Setup Account Security window in J1 Desktop.
To set up security by account components, select By Component.
Right-click and select Add Row. A new row appears.
From the Group ID drop-down options, select the group you created and to which you are assigning account security.
From the Security 1st Component Code, select the first account component to which the group is to have access.
From the Security 2nd Component Code, select the second account component to which the group is to have access.
Tip
To allow the group access to all accounts within the component, select the Access to all component values option.
To grant access to certain account numbers or groups of account numbers by security or budget officer, select By Alternate Security Code or Budget Officer.
Right-click and select Add Row. A new row appears.
From the Group ID drop-down options, select the group you created and to which you are assigning account security.
From the Alternate Security Code drop-down options, select the security or budget officer responsible for a particular account or group of accounts to which the group is to have access.
Click the Save button.
Access the Setup Account Security window in J1 Desktop.
If your security is set up by account components, select By Component. If your security is setup by alternate security code or budget officer, select By Alternate Security Code or Budget Officer.
Select the group from which you are moving GL account security.
Right-click and select Delete Row. The group's permission to the GL accounts is removed.
Click the Save button.
Administrators can determine the maximum number of GL Accounts that users may view and the maximum number of accounts that can be displayed in the selection list on the Select From List tab.
For example, if the Maximum GL Accounts for List Box number is 200, then only those users who have access to fewer than 200 accounts will be able to search for accounts using the Select From List tab, while users with access to over 200 accounts will not see the Select From List tab.
Log into the Campus Portal as an administrative user.
From the top of the screen, click Site Manager.
From the Framework Settings, click Edit.
From the Select a Category drop-down options, select ERP.
In the MaximumGLAccountsToDisplay column, enter the total number of GL accounts that can possibly be displayed.
Click the Save button.
Log into the Campus Portal as an administrative user.
From the top of the screen, click Site Manager. The Site Manager page appears.
From the Framework Settings, click Edit. The Selection page appears.
From the Select a Category drop-down options, select ERP. The ERP setting options appear.
In the MaximumGLAccountsForListBox column, enter the total number of GL accounts that can possibly be displayed in the selection list displayed on the Select From List tab.
Click the Save button.
This Preferences page allows you to set default values for GL Account Lookup fields that you use often.
Access the GL Account Lookup feature.
From the Admin Toolbar, click Preferences button.
Select GL Account Lookup from the Custom Content drop-down field.
From the Default Budget Lookup drop-down list options, select how you would like budget information to be automatically displayed:
Full Annual compares actual expenses to the total annual budget.
Period Range compares actual expenses to the budget period.
No Budgets does not return any budget information.
From the Default Year drop-down list options, select the budget period year to be used as the default value.
Click the Save button.
Click the Back to Home link.