If non-Accounting users (Users with the security role of Restaurant Manager) need access to a GL Account, that Account must be flagged as Available to Managers. As non-Accounting users do not have access to the Accounting Module, they will never see the General Ledger in its entirety, nor will they have the access to open a GL Account Record to view GL Transactions. However, it will be necessary for Restaurant Managers to have limited access to some GL Accounts for Invoicing, and DSS Review
For Accounts that have Available to Managers enabled, the Account Name / Number will be made available in Account Selector dropdowns in the Operations Module to Restaurant Manager users.
This is accomplished on the GL Account Record via a Check/Unchecked setting on the Account and can be changed as needed. As a best practice, Cost (including COGS) and Expense Accounts should be made Available to Managers.
Click the button below to download an example General Ledger populated with recommended Account Names, Account Numbers, and if those Accounts should be made Available to Managers from the National Restaurant Association (NRA):NRA Sample GL
To more fully demonstrate ‘Available to Managers’, please see an example below:
Available to Managers Example
Account #5100 has the box ‘Available To Managers’ checked on the GL Account Record
Additionally we can see that the Available To Managers box has been checked (value of ‘Yes’) for this Account when we are viewing the GL List View in the Accounting Module. Notice that Account #5000 has a value of ‘No’ for Available To Managers.
On an AP Invoice when the Restaurant Manager User attempts to select the GL Account that will be used on the Transaction line item, Account #5000 (Available To Managers left unchecked) is not visible, while Account #5100 is visible and is selectable in the Account Selector dropdown. The Available To Managers Account will now appear in any Account selectors a Restaurant Manger would have access to throughout the system.