Step 15: Define Data Access Sets

Data access set is used to restrict balancing segment values or management segment values with read or write privileges to a particular responsibility or user.
Once we complete a ledger with the entire ledger options system internally generates a default data access set with the same name as our primary ledger which is going to give access to full ledger with read and write privileges. 

This will be automatically assigned to the responsibility using GL data access set profile option. The default data access set will give access to full ledger with read and write privilege. We cannot modify default data access set.

We can also define additional data access set based on our business requirement. We can define any number of data access sets but only one data access set can be assigned to general ledger responsibility by using GL data access set profile option at any point of time.

We cannot perform open/close periods from a responsibility to which we have a restricted data access set. We will be allowed to perform open/close periods only those responsibilities to which we have full ledger access.

Access set types:

• Full ledger: Full ledger accesses means having full read and write access to the ledger and all of its balancing segment values or management segment values

• Balancing segment value: If you assign specific balancing segment values to legal entities and ledgers, you will only be able to use those balancing segment values during transaction processing and journal entry.

• Management segment value: When securing management segment values for a ledger, take note of the management segment values you used when you assigned the default accounts to the ledger, such as the retained earnings account and the cumulative translation adjustment account.

The privileges available for all the three Data Access sets are:

• Read only: Users allow viewing data in ledgers and balancing or management segment values.

• Read and Write: Allows users to view and enter data in ledgers and balancing or management segment values.

Steps required for defining data access set:

Step1: Define data access set

Navigation: Setup => financials => data access set

• Enter data access set name.
• Select chart of accounts.
• Select calendar.
• Select access set type.
• Enter access details.
• Select ledger/ledger set.
• Select specific balancing or management segment value.
• Select privileges read and write or read only as per our requirement.
• Save your work.

Step2: Assign data access set to GL responsibility
Navigation: Application: System administrator
Profile => system