In This Article:

• Overview
• How Finance Report Access Works
• The Three Finance Reports
  • Ledger Report
  • Available Coupons
  • Learners with Balance
• How to Grant Access
  • For Ledger Report and Available Coupons
  • For Learners with Balance
• How to Identify the Report Type
• Key Takeaways

Overview

The Finance section under Reports displays three links to any user who has access to the Finance menu:

• Learners with Balance
• Ledger Report
• Available Coupons

The menu shows all three links regardless of the user’s role, but visibility in the menu does not mean the user can access the report. Access is checked separately when the report actually tries to load. 

How Finance Report Access Works

There are two different access control mechanisms used across the three Finance reports. Understanding the distinction is essential for correctly granting or troubleshooting access.

• Dynamic reports (Ledger Report and Available Coupons) use the “Available to” field in the report’s settings to control which roles can view them.
• Financials module pages (Learners with Balance) use Role Based Access Controls (RBAC) to manage access.

The Three Finance Reports

Each report or page in the Finance section behaves differently. The table below summarizes the type and access method for each.

Learners with Balance

Learners with Balance is not a dynamic report — it is a page within the Financials module. This distinction is critical because the “Available to” field in the report editor has no effect on this page.

Access is managed through Role Based Access Controls (RBAC). To grant or revoke access, Financials permissions must be enabled or disabled for the relevant role under RBAC. Applying the “Available to” workaround used for dynamic reports will not resolve access issues for this page. 

Ledger Report

The Ledger Report is a standard dynamic report. Access is controlled through the report’s settings using the “Available to” field, which specifies which roles are permitted to view the report.

When a user navigates to the Ledger Report, the system checks whether their role appears in the “Available to” field. If their role is listed, the report loads. If it is not listed, the report returns nothing — the user hits a dead end even though the link was visible in the menu. 

Available Coupons

Available Coupons follows the same access pattern as the Ledger Report. It is a dynamic report, and visibility is controlled through the “Available to” field in its report settings.

Adding or removing a role from the “Available to” field immediately affects whether that role can view the report. 

How to Grant Access

For Ledger Report and Available Coupons (Dynamic Reports)

Use the “Available to” field in the report’s settings. Adding the role to this field and saving is the correct fix and is safe to use as the standard resolution going forward.

1. Navigate to Reports → Finance → [Report Name].
2. Open the report’s settings or edit view.
3. Locate the “Available to” field.
4. Add the role that needs access and save.
5. Verify by logging in as a user with that role and confirming the report loads.

Note: To reproduce the issue for testing, remove the role from the “Available to” field and save. The report will return nothing for that role. 
 

For Learners with Balance (Financials Module Page)

Use Role Based Access Controls (RBAC) to enable Financials permissions for the role that needs access. The “Available to” field does not apply to this page.

1. Navigate to Admin → Role Based Access Controls.
2. Locate the role that needs access.
3. Enable Financials permissions for that role.
4. Save the role configuration.
5. Verify by logging in as a user with that role and confirming Learners with Balance is accessible.

How to Identify the Report Type

Before applying a fix, confirm whether you are working with a dynamic report or a Financials module page. Use the table below as a quick reference.

Key Takeaways

The Finance menu displays all three links to any user with Finance menu access. A visible link does not guarantee that the user can open the report.

• Ledger Report and Available Coupons use the “Available to” field in report settings. Adding a role to this field is the correct and safe standard fix.
• Learners with Balance is a Financials module page, not a dynamic report. The “Available to” fix does not apply. Use RBAC Financials permissions instead.
• Always confirm the type of report or page before applying a fix to avoid confusion when the same issue appears across different roles or clients.
• No existing knowledge base article covers this distinction. This document serves as the reference for future support cases involving Finance report access.