Data access sets control which ledgers can be accessed by different responsibilities. Data access sets can also limit a user from accessing certain balancing segment values or management segment values or grant read - only or read and write access to data in a ledger. The ledgers and ledger sets assigned to a data access set must share the same chart of accounts, calendar, and period type.
You can define three types of data access sets:
Full Ledger: Grants access to all the data in a ledger. For example, in a data access set with two ledgers, A and B, you can grant read-only privileges to all the data in Ledger A and grant read and write privileges to all the data in Ledger B.
Balancing Segment Value: Grants access to all or specific ledger/balancing segment value (BSV) combinations. For example, you can have a data access set with Ledger A, and grant read-only privileges to balancing segment value 01, grant read and write privileges to balancing segment value 02, and grant no access to balancing segment value 03 in the same ledger. This is useful for companies that use a small number of ledgers with a high number of balancing segment values to represent multiple companies or legal entities.
Management Segment Value: Grants access to all or specific ledger/management segment value (MSV) combinations. For example, you can have a data access set with ledger A and grant read only privileges to management segment value 100, grant read and write privileges to management segment value 200, and grant no access to management segment value 300. This can only be used if you have specified a management segment in your chart of accounts
Note: The Full Ledger access set type provides better system performance than the Balancing Segment Value or Management Segment Value access set type.
Note: When you assign specific balancing segment values/management segment values, you can specify all values, parent values that include their child values, or child values individually.
You must specify one of the three types for each data access set. Once defined, you cannot alter the type. You can only add or delete ledgers/ledger sets and segment values specified in the data access set.
Oracle General Ledger automatically creates a data access set when the following occurs:
A ledger is created
A ledger set is defined
The system-generated data access set for a ledger uses the same name as the ledger. This data access set uses the Full Ledger access set type that provides full read and write access to the ledgers.
The system-generated data access set for ledger sets uses the same name as the ledger set. This data access set uses the Full Ledger access set type that provides full read and write access to all of the ledgers assigned to the ledger set.
If the level of access provided by the system - generated data access set is sufficient for your needs, you do not need to manually create a data access set; just use the one created by the system.
You only need to create your own data access sets when you want to further limit read and write access to ledgers, ledger sets, or specific balancing segment values or management segment values for a ledger or ledger set.
Full ledger access is required to perform certain operations, such as opening and closing periods, creating summary accounts, creating budgets, and performing Mass Maintenance. Full ledger access means having full read and write access to the ledger and all of its balancing segment values or management segment values.
To obtain full ledger access, your data access set must be one of the following types:
The Full Ledger data access set type that provides read and write access to the ledger.
The Balancing Segment Value data access set type that provides read and write access to all balancing segment values for a ledger using the All Values checkbox.
The Management Segment Value data access set type that provides read and write access to all management segment values for a ledger using the All Values checkbox.
Note: Choosing the All Values check box for the Balancing Segment Value or Management Segment Value access set type is not equivalent to assigning all of the balancing segment values or all of management segment values individually.
To prevent potential errors in processing, such as not being able to open or close a ledger's periods, make sure at least one responsibility has a data access set assigned with full ledger access.
Note: Data Access Sets work with Segment Value Security Rules and Cross - Validation Rules. If you have defined Segment Value Security Rules that prevent certain responsibilities from accessing certain segment values, those rules are combined with data access set security.
For example, if you defined Segment Value Security rules to exclude Balancing Segment Value 01 and then defined data access set security that provides read-only access to values 01 - 03, the user assigned this responsibility would not be able to read segment value 01 due to the Segment Value Security rule.
Defining Your Cross - Validation Rules and Defining Segment Values.
If you use reporting currencies, Oracle General Ledger automatically creates both of the following:
a data access set with the source ledger and the journal-level or subledger-level reporting currencies
a data access set with the journal-level or subledger-level reporting currency only
The system-generated data access set for a reporting currency uses the same name as the reporting currency. This data access set uses the Full Ledger access set type that provides full read and write access to the reporting currency.
If a ledger set is defined that includes reporting currencies (journal or subledger level), the system-generated data access set for the ledger set uses the Full Ledger access set type that provides full read and write access to all of the reporting currencies assigned to the ledger set.