Datasheet

A Few Words about Closing
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To remove a user, you also use the User List dialog box. Simply select the
user and then click the Delete User button. QuickBooks asks you to confirm
your deletion. When you click the Yes button for confirmation, QuickBooks
removes the user.
A Few Words about Closing
Because I mentioned closing in the earlier paragraphs of this chapter and
because the User List dialog box that includes a Closing Date button has
been shown twice already in figures in this chapter, perhaps it’s time to dis-
cuss just a point or two about closing in QuickBooks.
If you take a “Principles of Accounting” course, you’ll learn that closing
means a set of bookkeeping procedures somebody goes through to zero out
revenue and expense accounts so that, starting in the new year, revenues
and expenses can be easily calculated. In QuickBooks, closing means some-
thing different. In QuickBooks, to close the accounting records, you supply a
closing date (see Figure 1-9). After you supply this closing date, QuickBooks
either prohibits users or limits users from changing transactions dated
before the closing date.
To close the QuickBooks data file to transactions that occur before a particu-
lar date, you simply enter the date into the Closing Date box.
Using Audit Trails
If you decide to allow multiple users access to the QuickBooks data file, you
will appreciate the QuickBooks Audit Trail feature. The Audit Trail feature
keeps a record of who makes what changes to the QuickBooks data file.
You can’t remove transactions from the Audit Trail list or history except by
archiving and condensing data. Archiving and condensing data is described
in Book VII, Chapter 3.
Turning on Audit Trail Tracking
In versions of QuickBooks prior to QuickBooks 2007, you had to turn on the
audit trail feature. With the current version of QuickBooks, however, the
QuickBooks Audit Trail feature is “always on.” You don’t need to do anything
to begin using it.
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