Datasheet

Book VII
Chapter 1
Administering
QuickBooks
463
QuickBooks in a Multi-User Environment
5. Click Next to continue and then describe access to sales and accounts
receivable information and tasks.
After you complete Step 4, QuickBooks displays the third Set Up User
Password and Access dialog box, shown in Figure 1-4. This is the first
of ten dialog boxes that walk you through an interview asking detailed
questions about what kind of access each user should have to a par-
ticular area. In Figure 1-4, QuickBooks asks about access to sales trans-
actions (such as invoices and credit memos and accounts receivable
information). You can indicate that the user should have no access by
selecting the No Access radio button. You can indicate that the user
should have full access by selecting the Full Access radio button. If the
user should have partial access, you select the Selective Access radio
button and then select one of the Selective Access subsidiary buttons:
Create Transactions Only, Create and Print Transactions, or Create
Transactions and Create Reports.
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 day-to-day duties, you should select the
No Access button. If someone needs a little bit of access — perhaps to
prepare job estimates or invoices — you give just that access, and noth-
ing more. A little bit later in this chapter, in the section “Maintaining
Good Accounting Controls,” I talk about why minimizing 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 some-
one to steal from you.
Figure 1-4:
The third
Set Up User
Password
and Access
dialog box.