Restricting Access to a Budget

By default, users with access to Acquisitions have access to all open budgets. However, you can restrict the budgets a user can access. This allows you to prevent users from assigning budgets incorrectly or using budgets you do not want them to use. You restrict the use of a budget by marking the Restrict to Authorized Users box in the Edit Budget window and then entering a list of authorized users in the Authorized Users group.

Users who are not included in the group of authorized users are prevented from using the budget for any of the years (defined in the Fiscal Year Allocations group). This means the user cannot assign the budget to a PO line or to extra charges on a statement. If the user enters a restricted budget on a PO line or statement, Horizon displays a message saying the budget is restricted. If the user clicks the Code button next to the Budget field, any budgets restricted to the user do not appear in the list of budgets. Also, users cannot save copied purchase order lines with restricted budgets or perform purchase order activities for items with restricted budgets.

Note that your changes to budget restriction settings will not go into effect on any workstations on which the Launcher is currently running until after you close and reopen the Launcher on those workstations.

Restricting a user’s access to a budget prevents the user from assigning the budget to a PO line or to extra charges on a statement; however, it does not prevent the user from updating the budget in the Acquisitions\Budget folder (including giving themselves access to the budget in Acquisitions). This means that you must also prevent the user from accessing the Acquisitions\Budget folder or the features in the Acquisitions for adding, editing, and deleting a budget. (For information about defining the features a user has access to, see “Securing Horizon” in the “Security and Preferences” chapter of the System Administration Guide.)

Follow these steps to restrict a budget or to give a user access to a budget (who currently does not have access).

To restrict access to a budget

1 Start the Find Budget process.

The default location of this process is the Acquisitions\Budget folder on the navigation bar.

Horizon displays the Compound Search window.

2 Highlight the index you want and enter a search term in the Search for field, according to the budgets you want to display.

To display a list of all your budgets, highlight the Budget index and enter an asterisk ( * ) in the Search for field.

3 Click OK.

Horizon displays a list of budgets that match your search criteria.

4 Highlight the budget you want, and click Edit to display the Edit Budget window.
5 Mark the Restrict to Authorized Users box.

Marking this box restricts the budget for all the years (defined in the Fiscal Year Allocations group).

6 In the Authorized Users group, add the users you want to give access to the budget.

To do this, click New. Then enter the ID of the user in the User ID field. If you want to remove a user from the group, choose the user from the drop-down list. Then click Delete.

7 Save your changes.
8 Repeat the above steps as necessary for each additional budget you want to restrict.
9 When you are finished, click the Close button in the upper-right corner to close the window.
10 To activate your changes, close and reopen the Launcher on workstations where it is currently running.

 


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