![]() The right fit is somewhere in the middle and you need to decide on where your comfort level lies. Security goes one of two ways you either give unlimited freedom to information and risk fraud or limit rights to such a degree that it impedes the ability for an employee to complete their work. ![]() As bookkeeping experts when we see mistakes we like to figure out who is creating the mistake, inform the user, and ensure it's not done again.Ī mistake is time lost correct? What if you suspect theft? Usernames will help in your investigation and save time.Ģ.) QuickBooks Rights Access - Here's where things get interesting, the access you would like to give each username. The ability to track what each username is doing within QuickBooks will benefit all. Your administrative assistant, bookkeeper, CPA, and the business owner should all have one. Notes: Anyone that will access your QuickBooks file should have their own username and password. point two below will give information on rights access. What if your employee was undoing hours worth of CPA entries, undoing hours of QuickBooks reconciliations, making adjusting entries not approved by your CPA for previous periods, or even worse, what if your bookkeeper is stealing money from your business with QuickBooks? Would you have the procedures in place to do the investigative work needed to solve the mystery and implicate people involved? Let's review how to implement these procedures to ensure you've locked down your QuickBooks file.ġ.) Create a Username and Password - To create a username in QuickBooks simply go to Company > Set Up Users and Passwords > Set Up Users. Though this matter was a simple problem it could have proven to be much worse. ![]() No harm done, just a simple misunderstanding. ![]() In under two minutes we figured out who it was, informed the employee of what they had done, and ensured we wouldn't have a problem again. I was at a client's yesterday and noticed that there had been some questionable transactions happening in the QuickBooks file from the last time I was in there, sound familiar? Thankfully this was an easy one because we had setup usernames in QuickBooks for the various folks who interacted with the file. ![]()
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