QuickBooks 2005: The Missing Manual

Restricting People's Access to Features and Data

When several people work on your company file, you might want to limit what you let each person do. For example, Trusty Ted has earned his nickname, so set his login up with access to every QuickBooks feature, including sensitive financial reports and accounting activities. Myra Meddler can't keep a secret, but there's no one faster for data entry, so you want to make sure that she gets no further than checking, credit cards, and paying bills.

If a person chooses a command and doesn't have permission for that feature, QuickBooks displays a warning message that identifies the permission needed to perform the action. In case the lack of permission was a mistake or an oversight, the warning message also suggests asking the QuickBooks Administrator to grant that permission.

What the Access Areas Represent

The "Set up user password and access" dialog box groups QuickBooks features into nine areas, although there's some overlap. The names of these areas provide hints about what the permissions allow, but each area actually covers a lot of ground:

• Sales and accounts receivable. This area includes creating sales transactions with any kind of sales form (invoices, sales receipts, statements, and so on) and with any additional features (reimbursable expenses, finance charges, and so on). With sales and accounts receivable permissions, you can modify sales-related lists, such as the Customer:Job, Customer Type, and Ship Via lists, and customize ...