Datasheet

Book VII
Chapter 1
Administering
QuickBooks
459
QuickBooks in a Multi-User Environment
8. Specify where the user can change or delete transactions.
After you’ve stepped through roughly a half-dozen versions of the Set Up
User Password and Access dialog boxes that ask about specific areas of
accounting, QuickBooks displays the Set Up User Password and Access
dialog box shown in Figure 1-6. The Changing or Deleting Transactions
version of the Set Up User Password and Access dialog box lets you indi-
cate that a user can or can’t change transactions recorded before the
closing date. In general, you want to limit a user’s capabilities to change
or delete transactions.
Figure 1-6:
The
Changing
or Deleting
Transactions
page of the
Set Up User
Password
and Access
dialog box.
One of the problems with QuickBooks is that it doesn’t limit in any other
way the capability of someone — perhaps someone who is well-meaning
but lacks knowledge — to muck up your accounting records by noodling
around with old transactions. You want to restrict the capability to
change or delete transactions to a very small group of users. And those
users must be people who understand either accounting or the impor-
tance of not going in and mucking up old accounting records that have
already been used to report finances to the bank or to taxing authorities.
You indicate whether a user can change or delete transactions by select-
ing the Yes or No option buttons shown in Figure 1-6.
9. Click Next and then review your rights decisions.
After you click Next, QuickBooks displays the final version of the Set Up
User Password and Access dialog box, shown in Figure 1-7. It identifies
the user rights that you assigned or allowed. You can use this dialog box
to review the rights that someone has. If you realize you’ve incorrectly
assigned rights, click the Back button to move back through the dialog
boxes to where you made a mistake. Then change the assignment of
rights and click the Next button to return to the final version of the Set
Up User Password and Access dialog box.
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