The ninth screen, Changing or Deleting Transactions, deserves special attention. Keep in mind the importance of confidentiality issues and security as you go along. But be sure to read all of the descriptive text very carefully. Keep clicking Next and proceed through the rest of the screens. Below these options, you’ll be able to keep him or her from seeing customers’ credit card numbers in their entirety by clicking in the small box. By clicking on the buttons pictured, you’re giving this employee permission to both create and print transactions. You can see the options offered in the above image. The Sales and Accounts Receivable screen is a good example. When you give employees Selective Access in a particular area, you can further define their roles there. You’ll see the first in a series of screens that deal with the software’s functional areas: Sales and Accounts Receivable, Purchases and Accounts Payable, Checking and Credit Cards, Inventory, Time Tracking, Payroll and Employees, Sensitive Accounting Activities (funds transfers, online banking, etc.), Sensitive Financial Reporting, and Changing or Deleting Transactions. And the third allows us to come in and do whatever tasks have been outlined in our work relationship (troubleshooting, monitoring, creating and analyzing reports, etc.).Ĭlick the button in front of Selected areas of QuickBooks and then Next. The first- All areas of QuickBooks-would seldom be granted. Probably you’ll most often select the second option, which lets you specify the screens this user can see and what he or she can do there. In the next window that opens (see above screen), you’ll be given three options. If you need more than five user licenses, talk to us about upgrading to QuickBooks Enterprise Solutions. Not sure? Press F2 and look in the upper left corner. Note: You can have as many as five people working in your QuickBooks company file at the same time, depending on how many user licenses you’ve purchased. Confirm the Password and check the box in front of Add this user to my QuickBooks license. Click Add User and enter a User Name and Password for the employee you’re adding. You should see yourself signed up as the Admin. Open the Company menu and select Set Up Users and Passwords | Set Up Users. Here’s how you as the Administrator can define these roles. To help minimize errors, maintain data integrity, and preserve confidentiality, QuickBooks lets you restrict users to designated areas in the software. Each employee receives a unique user name and password that unlocks only the areas he or she should be visiting. You can specify which features of the software can be accessed by employees who work with your accounting data. QuickBooks helps prevent this by setting virtual boundaries. Even so, there may have been times when, for example, someone pulled the wrong file folder or was sent a report that he or she shouldn’t have seen. Most likely, you established a system that allowed staff to work only with information that related to their jobs. If you ever did your bookkeeping manually, you probably didn’t allow every employee to see every sales form and account register and payroll stub. Will multiple employees be working with your QuickBooks company file? You’ll need to define their permission levels. QuickBooks Inventory Tracking to Fishbowl.
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