Have you given a team lead or finance manager access to only their own department, but they can still see vouchers and invoices from other departments? This article explains what the Limit access setting actually restricts today.
In brief
Limit access restricts the accounting reports to the departments the user is a member of. It does not restrict the voucher inbox, the journal or invoicing. What the user sees there is controlled by their access group – and that applies to the whole company.
What is restricted
When Limit access is turned on, the user only sees figures from their own departments in:
General ledger
Result
Balance
Balance Sheet (trial balance)
Customer Ledger and Supplier Ledger
The user can also only select their own departments in department pickers and filters.
What is not restricted
Inbox – the user sees all documents in the voucher inbox.
Journal – the user sees all vouchers in the company.
Invoicing – the user sees all invoices, including those from other departments.
If the user has access to these modules through their access group, they see everything there, regardless of department.
Need a department manager not to see other departments' vouchers and invoices? Remove access to the inbox, journal and invoicing in the access group, and let the department manager follow their accounts through the reports. See Access control and user permissions in Catacloud for how to change an access group.
How to set it up
Go to Administration → User access → Members and click the user.
Check that the Role is Member on the General tab.
Go to the Departments tab and turn on the departments the user should have access to.
Turn on Limit access under Settings at the bottom.
Click Save changes.
Good to know
Administrator and Accountant are never restricted. The setting only applies to the Member role. If the user has one of the other roles, the toggle is greyed out.
Department managers are automatically members of their department. If a user is set as department manager for several departments, they see all of them – even if only one is turned on manually.
The toggle requires at least one department. If no departments are turned on, you cannot enable Limit access.
Vouchers without a department are not shown in the reports for a restricted user. Make sure costs and income are posted with the correct department.
Reports show one department at a time. If the user has access to several departments and needs the figures combined, run one report per department.
Attesting invoices that cover several departments. If the user has been added to an invoice as an attestant, they can open and approve it – even when the invoice has lines on departments they otherwise don’t have access to. Those lines are shown locked and cannot be changed. You don’t need to give the user temporary access to the other departments.
When should you contact us?
Contact us if a user with Limit access sees figures from other departments in Result, General ledger or the other reports above. Provide the client, the user's name and email, which report it concerns and, ideally, a screenshot.