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QuickBooks 2012 Pro and Premier in a Multi-User Environment

QuickBooks Pro and Premier 2012 allow you to set up several passwords for the QuickBooks data file. What’s really neat about this is that you can tell QuickBooks to limit certain users and passwords to do only certain things.

The business owner, for example, may have a password that allows her to do anything. But a new accounting clerk, for example, may have a password that only allows him to record bills into the system.

To set up additional users and passwords in QuickBooks Pro and QuickBooks Premier 2012 editions, follow these steps:

  1. Choose the Company→Set Up Users and Passwords→Set Up Users command.

    QuickBooks displays the User List dialog box, which identifies any users for whom QuickBooks access has been set up and who is currently logged on to the system.

  2. Tell QuickBooks that you want to add a user by clicking the Add User button.

    QuickBooks displays the first Set Up User Password and Access dialog box.

  3. Identify the user and supply a password.

    Give each user for whom you are setting up a password a username by entering a short name — perhaps the user’s first name — into the User Name box. After you identify the user, you enter the user’s password into both the Password text box and the Confirm Password text box.

  4. Click Next to continue and then indicate whether you want to limit access for the new user.

    When QuickBooks displays the second Set Up User Password and Access dialog box, indicate whether you want to limit access and rights for the user. If you do want to limit access and rights (rights are simply the things that the user can do), select the Selected Areas of QuickBooks radio button.

    If you want the user to be able to do anything, select the All Areas of QuickBooks radio button. If you indicate that the new user should have access to all areas of QuickBooks, you’re done setting up the user password. You can skip the remaining steps.

  5. Click Next to continue and then describe access to sales and accounts receivable information and tasks.

    After you complete Step 4, QuickBooks displays the third Set Up User Password and Access dialog box. This is the first of ten dialog boxes that walk you through an interview asking detailed questions about what kind of access each user should have to a particular area.

  6. Click Next and then describe the purchases and accounts payable rights.

    After you complete Step 5 by clicking Next, QuickBooks displays the fourth Set Up User Password and Access dialog box, which allows you to specify what access this new user has in the purchases and accounts payable areas. You can select the No Access, Full Access or Selective Access radio button and one of the Selective Access subsidiary buttons.

  7. Click Next and then describe the remaining user rights and access.

    When you click the Next button shown on the bottom of each version of the Set Up User Password and Access dialog box, QuickBooks displays several other versions of the dialog box that QuickBooks uses to query you about user rights and access.

    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. 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 whether 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 Changing or Deleting Transactions version of the Set Up User Password and Access dialog box. In general, you want to limit a user’s capabilities to change or delete transactions.

  9. Click Next and then review your rights decisions.

    After you click Next, QuickBooks displays the final version of the Set Up User Password and Access dialog box. It identifies the user rights that you assigned or allowed. You can use this dialog box to review the rights that someone has. If you realize you’ve incorrectly assigned rights, click the Back button to move back through the dialog boxes to where you made a mistake.

  10. After you finish with the review of user rights and access, click Finish.

    From this point forward, the new user will be able to use QuickBooks; however, his or her rights are limited to what you specified.

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