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A Few Words about Closing
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
access, and — if necessary — to specifically limit the user’s access to a par-
ticular activity within QuickBooks.
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, click the
Set Closing Date button on the User List dialog box (refer to Figure 1-8) and
then provide the closing date and, optionally, a closing password. 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 par-
ticular 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’ll 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.