In a multi-outlet business, controlling access to accounting data is essential to prevent cross-outlet visibility and reporting errors. The Journal Tag feature in the Books App enables businesses to restrict Chart of Accounts (CoA) visibility and financial reports per outlet by assigning tags to both accounts and users. This article explains how to configure and use Journal Tags so each user only accesses relevant accounting data for their assigned outlet.
I. Migrate or Create Journal Tag
Before assigning Journal Tags to Chart of Accounts or users, you must first create or migrate the Journal Tags in the Books App. Journal Tags are used to represent outlets or specific business contexts that will later control reporting and account visibility. For detailed, step-by-step instructions on how to migrate existing data or create new Journal Tags, please refer to the following guide.
II. Assign Tag In The COA
Step 1. Go to COA, Account, and select the COA that you want to assign Tag
As an example, we will configure the Bank Account Chart of Account (CoA) for Outlet 1 and Outlet 2 by assigning each account to a specific Journal Tag for each outlet.
Step 2. Click Edit
Step 3. Select Tag for the COA and click Submit
III. Assign Tag For User
Step 1. Go to User and click on the Login ID
Step 2. Select Tag For the User and click submit
IV. COA Visibility For The User
Step 1. Login using the previous user
Step 2. Go to COA, accounts, search for the COA name
Note: Bank Account from Outlet 2 is not appear when accessing books using user from Outlet 1.
Related Articles:
DealPOS is an online point-of-sale (POS) application specifically designed for retail businesses in categories like Fashion, Minimarkets, Electronics, Fresh Food, and Building Material Stores.
With DealPOS, you can manage both online and offline store inventory in real-time on a single platform. You can also sell through omnichannel (offline and online) as DealPOS integrates with marketplaces (Shopee, Tokopedia, TikTok Shop, Lazada) and instant web stores (Shopify and WooCommerce).