Datasheet

Book VII
Chapter 1
Administering
QuickBooks
465
QuickBooks in a Multi-User Environment
payable area, QuickBooks asks about the checking and credit card
area. Then it asks about the inventory area. Next, it asks about payroll.
And then it asks about general, sensitive accounting activities. Finally,
QuickBooks asks about access to the financial reporting capabilities.
You limit rights in each of these other areas in the same way that you
do for the sales and accounts receivable and purchases and accounts
payable areas. I am not, therefore, going to describe how you select the
No Access option button, the Full Access option button, or the Selective
Access button over and over again. Just be thoughtful as you go through
and limit the capability of the user. You want users to have the rights
necessary to do their job, but you don’t want to give them any more
rights than they need.
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
Transac-
tions 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