Do you need a password to log into your QuickBooks file? Does everyone who accesses the file have their own log in credentials? We find many of our small business clients skip this critical step of setting up users with proper permissions. There are a few reasons this is important.
First: basic data security. We do not live in a 100% secure electronic world. Everyday there are stories about network breaches. If someone hacks into your computer and there is no password protection on your QB file they will have access to the entire file and any sensitive information you have stored there.
Second: fraud prevention. Unfortunately, we have recovered numerous cases of fraud over the years. In almost every case it was a family member, and there was either no users set up, or everyone was using the admin login. With this setup there is no way to track changes to transactions by user, or prevent unauthorized changes.
Third: employee training. If users are set up it is possible to run reports which show who entered a transaction. This creates opportunities for training and coaching when transactions are discovered which are incorrect.
Setting up users is accessed through the ‘Company’ menu. Follow the prompts for establishing permissions in the different areas of QB. Pay attention to the last screen; you typically do NOT want the person who entered a transaction to be able to change it later.
Let us know if we can help!