Chart of Accounts User Field for DPF/EzyPO Security

The Chart of Accounts can work with EzyPO by assigning each account to a group and then allowing each user in EzyPO to draft orders under that group. This procedure can only be completed by the Accounts Department.

1. In the main menu bar select General Ledger > Chart of Accounts

2. Under each chart of account in the user field section designate the group that can view that account.  Each account line should always include "ALL,". The formatting should always be the same as example below (example: ACC,ALL). 

Try to use broad groups, as each EzyPO user can only be assigned to one group. For example best to use ART for the art department versus, SETDEC, PROPS, CONST. Typical groups are labeled as: PROD, ACC, LOC, ART, MUP, ELEC, CAM, SOUND.
Please note: ensure the names are unique, as the query uses a like statement. So, for example, if you have PROD and PRODUCER, a user assigned to PROD will be able to see the PRODUCER group as well. If this is the case, we recommend you name the PROD group PRODUCTION.

The group name you put in here needs to match the exact name you are putting into the CoA Sec Group column in your DPF/EzyPO Setup Sheet. This is how the accounts are linked between EzyPO and Eclipse so the system knows what account to show each user.  This is designated in the DPF/EzyPO Setup Sheet by Column H.

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If using multiple groups for an account code, ensure that there is no space between the group names. For example:

ALL,ACC,ART will work

ALL, ACC, ART will not work.

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3. The quickest method of adding the user security groups to each account code is to export your entire chart of accounts to Excel. You can then make the changes to the codes in Excel and then paste them back into Eclipse. Please see this guide on how to do this here: Amending/Exporting Chart of Accounts in Excel

4. Once you have edited the accounts or pasted them back into Eclipse, go to General Ledger > Chart of Accounts and press the Update EzyPO button. This copies the codes across and ensures the data is synced with DPF/EzyPO. This needs to be run when adding new chart of account codes in Eclipse.

5. Next you need to notify TPH Customer Support of which user can view which groups in the COA inside DPF/EzyPO, the formatting on Column H of your DPF.EzyPO Setup Form needs to match the abbreviation in Eclipse exactly. To do this complete the EzyPO/DPF User Setup Request Form accordingly and send it to our support team.

NOTE: ‘ALL’ is not required in the Chart of Accounts for DPF. Setting a user’s COA security group to ‘ALL’ will automatically allow the user to see all account codes.