Security check points for batch maintenance

You may need to adjust security check points related to batches for the following purposes:

• Enabling one or more users to make changes to or to close a non-shared batch that they didn't open

• Preventing users from modifying information in an open or closed batch whether that batch is shared or non-shared

• Preventing users from modifying information in an open or closed batch whether that batch at the transaction level

Security check points associated to batches are located in Administration > Security > Roles > Financial Management > Batch Maintenance.

About shared vs non-shared batches

Batches may be specific to a single user or can be shared so that multiple users can post transactions to the same batch and close that batch. Non-shared batches can only be closed by the user who opened them, unless you adjust security check points to enable one or more users to adjust the active status of a transaction in a non-shared batch or to close non-shared batches that they did not open.

Enabling non-shared batches to be adjusted or closed by more than one user may be particularly important at month-end when all of the batches need to be closed before the billing period can be closed.

Enabling a user to adjust or close non-shared batches

To enable users to make changes to a non-shared batch they didn't open, you will need to adjust the Batch for other user check point for the role the selected user is assigned. Activating this check point will enable the user to the perform the following operations in a non-shared batch:

• Modify the name or shared status of the batch (change the batch from "non-shared" to "shared" and vice versa)
• Make a transaction in the batch active/inactive as long as the batch is still open
• Adjust the “expected” values associated to the batch

To enable users to close a non-shared batch they didn't open, enable the Close batch for other user check point.

1. From the System Administration module Sheet Bar, select Security > RolesSecurity > Roles. The Roles pageRoles page appears.

   

   

2. To edit check points for an existing role, double-click that role. The Edit Security Role screenEdit Security Role screen appears.

   

3. Expand the options under Financial Management > Batch Maintenance.
4. Select the Full Access check box for either or both of the following the check points:
• Batch for other user (enables user to make changes to non-shared batch)
• Close batch for other user (enables user to close non-shared batch)
5. Click Save and Done to apply your changes.
6. Any user assigned this role will now be able to adjust and/or close non-shared batches by following the standard procedure for closing batches.

See also

• Passport (see step 3 of the linked topic, re: assigning Roles to users)
• Closing a Batch
• Setting security check points

Preventing a user from modifying transactions in a batch

You can adjust security settings to prevent users from being able to modify information in an open or closed batch. While financial data cannot be modified once a batch is closed, there are fields that can continue to be adjusted even when the batch is closed.  These settings are applied to all batches, shared or non-shared and cannot be set to only apply to batches not created by the user.

You can also restrict the ability to make modifications at the transaction type level.  For example:  if you only want to prevent users from being able to modify payments you can deselect the Modify check box for payments only and allow the Role to modify all other types of transactions.

1. From the System Administration module Sheet Bar, select Security > RolesSecurity > Roles. The Roles pageRoles page appears.

   

   

2. To edit check points for an existing role, double-click that role. The Edit Security Role screenEdit Security Role screen appears.

   

3. Expand the options under Financial Management > Patient/Batch Ledger.
• To restrict permissions at the batch level, deselect the Modify check box. All the check boxes for specific transaction types will also be deselected and the user assigned this Role will not be able to modify any of those transaction types in a batch.
• To restrict permissions at the transaction level, deselect the Modify check box, and then select the check box next to any transaction(s) for which you wish to confer permissions.
4. Click Save and Done to apply your changes.

 

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