Datasheet

QuickBooks in a Multi-User Environment
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As a general rule, when it comes to accounting controls, you want to
provide the minimal amount of access. If someone doesn’t need access
to the QuickBooks data file for their day-to-day duties, you should select
the No Access button. If someone needs a little bit of access — perhaps
they need to prepare job estimates or invoices — you give them just
that access, and nothing more. A little bit later in this chapter, in the sec-
tion “Maintaining Good Accounting Controls,” I talk about why minimiz-
ing user rights and access is so important. But the bottom line is this:
The more ability you give employees or subcontractors or accountants
to noodle around in your accounting system, the greater the risk that
someone can either inadvertently or intentionally introduce errors into
the system. Also, the greater the rights and access you give, the easier
you make it for someone to steal from you.
After you describe the rights that you want the user to have in the sales
and accounts receivable area, click Next.
6. Describe the purchases and accounts payable rights.
After you complete Step 5 by clicking Next, QuickBooks displays the
fourth Set Up User Password And Access dialog box, as shown in Figure
1-5. This dialog box resembles the one shown in Figure 1-3. Like that
dialog box, the fourth Set Up User Password And Access dialog box
Figure 1-4:
The third
Set Up User
Password
and Access
dialog box.
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