Datasheet

Book VII

Chapter 1

Administering

QuickBooks

461

QuickBooks in a Multi-User Environment

You aren’t limited to using just one password to control access to your

QuickBooks data file. QuickBooks allows you to set up several passwords

for the QuickBooks data file. What’s really neat about this is that you can tell

QuickBooks to limit certain users and passwords to do only certain things.

This sounds complicated, but it’s really not. The business owner, for exam-

ple, may have a password that allows her to do anything. But a new account-

ing clerk, for example, may have a password that only allows him to record

bills into the system.

Setting up additional QuickBooks users

If more than one person will be using QuickBooks, you want to set up addi-

tional passwords. To do this, follow these steps:

1. Choose the Company➪Set Up Users and Passwords➪Set Up Users

command.

QuickBooks displays the User List dialog box, as shown in Figure 1-1.

The User List dialog box identifies any users for whom QuickBooks

access has been set up. The User List dialog box also identifies who is

currently logged on to the system. In Figure 1-1, the administrator is

logged on.

Figure 1-1:

The User

List dialog

box.

2. Tell QuickBooks that you want to add a user by clicking the Add User

button.

When you click this button, QuickBooks displays the first Set Up User

Password and Access dialog box, as shown in Figure 1-2.

3. Identify the user and supply a password.

You need to give each user for whom you are setting up a password a

username. You do this by entering a short name — perhaps the user’s

first name — into the User Name box. After you identify the user, you

enter the user’s password into both the Password text box and the

Confirm Password text box.