Datasheet

QuickBooks in a Multi-User Environment
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After you finish with the review of user rights and access, you can click
Finish. From this point forward, the new user will be able to use Quick-
Books; however, her rights are limited to what you specified.
Accountants often want to see the rights that particular users have. This
is especially true if you’re audited by your CPA as part of annual clos-
ings. (You may be audited if the bank wants audited financial state-
ments, for example.) QuickBooks doesn’t provide a way for you to print
the information shown in the Set Up User Password and Access dialog
box shown in Figure 1-7. However, Windows allows you to use the Print
Screen button to capture a screen shot of the QuickBooks program
window and the Set Up User Password and Access dialog box.
Press Alt+Print Scrn to shoot a screen shot of the dialog box. This copies
an image of your screen to the Windows Clipboard. Next, open Paint by
choosing Start➪Programs➪Accessories➪Paint. Paste the image into
Paint by pressing Ctrl+V. You may see an error message that says The
image in the Clipboard is larger than the bitmap. Would you
like the bitmap enlarged? Click Yes. Save the screen shot using
File➪Save As. (This is the same basic technique that I use, for example,
to show you pictures of the QuickBooks window in the pages of this
book.) You may want to capture a screen shot image in this way in order
to record the user access and rights for employees.
Changing user rights
You can also modify the rights that you assign to a user. To do this, choose
the Company menu’s Set Up Users command to display the User List dialog
box, as shown in Figure 1-8. This is the same User List dialog box shown ear-
lier in the chapter.
To look at the rights that a particular user has, click the user in the list and
then the View User button. When you do, QuickBooks displays the View User
Access dialog box, as shown in Figure 1-9. This dialog box shows the same
information as the final version of the Set Up User Access and Password
dialog box, which is the dialog box that you use to initially specify what
rights a user should have. Click the Leave button, obviously, to close the
View User Access dialog box.
To change a user’s rights after reviewing them, select the user and click the
Edit User button. This tells QuickBooks to step through the same set of
dialog boxes that you used to originally set up the user and describe his
rights. You use the Next and Back buttons to do things such as change the
username or password, specify whether the user should be limited in his or
her access, and — if necessary — to specifically limit the user’s access to a
particular activity within QuickBooks.
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