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ESTABLISHING A QUICKBOOKS CONTROL ENVIRONMENTQuickBooks allows more than one user to access company files nike shox nz. (Conceptually, an unlimited number of users may have access to the company's data files, but only five users may work with the data at the same time. ) When multiple users will have access to the company's QuickBooks data files, it generally is necessary to create a control environment that protects the data from unauthorized use nike shox cheap. For example, some users may not need access to sensitive payroll data, while others may not need access to accounts receivable and sales information. One of the best ways to prevent errors when posting transactions in QuickBooks is to limit access to specified users jordan heels. If passwords and access permissions are not assigned, users have unlimited access to all areas in QuickBooks. When setting up QuickBooks, one user should be designated as the QuickBooks Administrator nike high heels.The QuickBooks Administrator has unlimited access to all areas of QuickBooks and assigns passwords and access permissions to other users. The name and password for the QuickBooks Administrator can be set up by selecting "Set Up Users" from the "Company" menu. The QuickBooks Administrator must be set up before any other users can be set up. Although QuickBooks does not require the use of passwords, the QuickBooks Administrator should set up and use a password since anyone logging in to the company's QuickBooks files as the administrator has full access to all areas in QuickBooks. After setting up a name and password, the QuickBooks Administrator should click the "Closing Date" button in the "User List" window and enter the date through which books are closed in the "Accounting" preferences dialog box. The administrator can also password-protect the closing date (requires single-user mode). When this feature is enabled, QuickBooks requires users to enter the password before they can make changes to periods that have been closed.The QuickBooks Administrator is the only user who can: Set up other users. Change other users' access permissions. Set up a company file using the "EasyStep Interview." Change company information (such as company name, address, fiscal year, tax year, tax form, and federal identification number). Change company preferences. Condense data. Import and export data. Apply for QuickBooks Merchant Account Services. Note: Since the QuickBooks Administrator has the ability to password-protect the entire company's files, has access to all accounting functions, and assigns access to all other users, the company should carefully consider whom to select as administrator. The person selected should have an understanding of the importance of this position on the internal control of the company. Some companies designate the controller or Chief Financial Officer as the QuickBooks Administrator because those individuals normally do not have direct interaction with the software.The QuickBooks Administrator can set up additional users and specify the areas to which each person has access. To do so, select "Company" from the menu bar and "Set Up Users." Then click the "Add User" button in the "User List" window. Assign a user name and password for the new user. Even though QuickBooks does not require the use of passwords, each user should be set up with a password that must be used when logging in to the company's QuickBooks file. (An unlimited number of users can be added, but only five can have access to the company's data file at the same time.)After setting up the user name and password, the administrator then specifies whether the user will have access to selected areas of QuickBooks or all areas of QuickBooks. The user should not be given access to all areas of QuickBooks since that permission essentially establishes a second administrator allowing users to access the following: Sales and accounts receivable. Purchases and accounts payable. Checking and credit cards. Inventory. Time tracking. Payroll and employees. Sensitive accounting activities such as bank transfers, general journal entries, and online banking. Sensitive financial reports. Changing or deleting transactions. Changing closed transactions. Note: Even if users need access to most of the preceding areas, they should not be allowed to change closed transactions.Rather than giving users access to all areas of QuickBooks, the QuickBooks Administrator should give users access to selected areas. In that case, the QuickBooks Admi
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