GP access review
Controls > GP access review reads GP's own security (User Setup, User Security, roles and tasks) and shows, for each GP user, their roles in each company and what's worth a second look. It's part of the Controls add-on and for approvers. Nothing in GP changes: changes are made in GP's User Security window.
What it looks for
- POWERUSER: every window in GP, so every duty below.
- Duties one person shouldn't hold together in a company: setting up vendors and entering their invoices; entering payables invoices and paying them (including scheduled payments); changing vendors and paying them; changing customers and entering their cash receipts; entering cash receipts and editing posted receivables; entering journal entries and posting them; writing checks and reconciling the bank; setting up bank accounts and paying; managing GP security and entering transactions. Each finding names the GP tasks and the roles they come from.
- Custom tasks: tasks built for your company aren't GP's own, so they're listed for you to check by hand.
- Active GP users with no roles in any company: they can sign in but do nothing, so either make them inactive or give them roles.
- Users who aren't active in GP say so.
GP doesn't record when someone last signed in, so people who no longer use GP can't be found from GP itself. Check that each person still needs access.
A review
- Choose Start a review and name it (like "Q4 2026"). GP's security is saved as it is now, so the review records what was reviewed even if GP changes later.
- For each person choose Keep or Change. Keeping someone with findings needs a note saying why their access is right; Change needs a note saying what should change.
- When everyone is decided, choose Sign off the review. It can't be changed after that, and the sign-off is in the security log.
- Excel gives your auditor the workbook: every user, company, role, finding, decision and note.