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Creating a new user

From: QuickBooks Pro 2010 Essential Training

Video: Creating a new user

When you have several people working on your company file, you want to be able to tell which user does what in your books. That makes it easier to spot someone playing games with your company finances or a user who needs some additional training on QuickBooks. You can also restrict what different users can do, so you can give some people access to almost every QuickBooks feature, while limiting data entry people to writing checks or recording invoices and other sales transactions. To create a new user on the Company menu, point to Set Up Users and Passwords and then choose Set Up Users.

Creating a new user

When you have several people working on your company file, you want to be able to tell which user does what in your books. That makes it easier to spot someone playing games with your company finances or a user who needs some additional training on QuickBooks. You can also restrict what different users can do, so you can give some people access to almost every QuickBooks feature, while limiting data entry people to writing checks or recording invoices and other sales transactions. To create a new user on the Company menu, point to Set Up Users and Passwords and then choose Set Up Users.

If the QuickBooks Log In dialog box opens, type your password. That's an extra precaution to prevent someone from creating users in your company file. It appears if you haven't logged in recently. The User List dialog box shows all the users that currently exist. The user that's logged in to this session has the words "logged on" after the user name. To create a new user click Add User. The Set up user password and access dialog box opens, on the first screen, fill in the username and password for the new user. Be sure to type the password in the Confirm Password box. Don't copy and paste the password from one box to the other or you might copy a typo. Click Next to start setting the user's permissions.

To set this user up as an all-powerful administrator level user, select the All areas of QuickBooks option. Remember the administrator user can do anything in the company file, so you don't want to give this to just anyone. To set up a user with some privileges, keep the Selected areas of QuickBooks option selected. The External Accountant user is especially user you can create so your accountant can log into your company file and get to absolutely everything except sensitive customer information.

To set the specific areas click Next. The Sales and Accounts Receivable permission covers things like invoices, sales-receipts and receiving payments. You can give someone No Access at all, Full Access or limit them to creating transactions, creating and printing transactions, or creating transactions and reports. A checkbox lets you give the user permission to see a customer's full credit card number. Click Next to move to the next area.

Purchases and Accounts Payable relates to bills, credit card charges and purchase orders. Checking in credit cards lets the user work with banking tasks like writing checks, making deposits, and recording credit card charges. Inventory lets the user do things like enter purchase orders, receive items, and adjust the quantity or value of inventory. Time Tracking relates to entering time or importing and exporting time data.

Payroll and Employees covers creating paychecks, printing payroll tax forms, and paying payroll taxes. Sensitive Accounting Activities includes making journal entries and performing online banking. Sensitive Financial Reporting gives someone access to all QuickBooks reports. Changing or Deleting Transactions lets the user change or delete the transactions that they can access. This is good for trainees or to protect against embezzling.

The last screen shows the access you've set up for the user. If you want to change any of these settings click Back and make the changes. When the user is set up the way you want, click Finish to add the user. To edit an existing user, select the user in the list and then click Edit User. Follow the steps you've just learned to change that user. Any user can change the password for his or her user account.

On the Company menu, choose Set Up Users and Passwords and then choose Change Your Password. When you change your password, you can set up a challenge question and provide the answer to it. That way if you forget your password, you can reset it by answering the challenge question. Click OK to complete the change. Remember, by setting up different users and telling QuickBooks what they can do, you keep your financial records safe and secure.

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This video is part of

Image for QuickBooks Pro 2010 Essential Training
QuickBooks Pro 2010 Essential Training

69 video lessons · 21879 viewers

Bonnie Biafore
Author

 
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  1. 8m 19s
    1. Welcome
      52s
    2. Editions of QuickBooks
      3m 24s
    3. QuickBooks bookkeeping basics
      2m 46s
    4. Using the exercise files
      41s
    5. Disclaimer
      36s
  2. 9m 12s
    1. Opening a company file
      2m 4s
    2. Using the QuickBooks menus and home page
      2m 49s
    3. Touring the Customer, Vendor, and Employee Centers
      2m 32s
    4. Navigating between QuickBooks windows
      1m 47s
  3. 10m 50s
    1. Gathering the information you need
      2m 4s
    2. Creating a company file
      5m 33s
    3. Converting from another program
      3m 13s
  4. 8m 19s
    1. Naming and numbering accounts
      3m 36s
    2. Creating an account
      2m 26s
    3. Making an account inactive
      2m 17s
  5. 14m 50s
    1. Creating a customer profile
      3m 40s
    2. Adding customer information
      4m 33s
    3. Creating a job
      2m 18s
    4. Making customers inactive
      1m 39s
    5. Creating a vendor
      2m 40s
  6. 43m 35s
    1. Why use QuickBooks items?
      2m 59s
    2. Creating a service item
      4m 26s
    3. Setting up time tracking
      2m 53s
    4. Entering time
      4m 19s
    5. Tracking mileage
      4m 34s
    6. Creating an inventory item
      6m 7s
    7. Creating a non-inventory item
      3m 34s
    8. Setting up sales tax
      6m 59s
    9. Setting up discounts and charges
      3m 46s
    10. Creating a group of items
      2m 16s
    11. Making items inactive
      1m 42s
  7. 30m 46s
    1. Creating a purchase order
      3m 8s
    2. Entering a bill
      4m 37s
    3. Recording inventory you receive
      3m 47s
    4. Paying bills
      4m 5s
    5. Handling a credit from a vendor
      5m 2s
    6. Writing a check for expenses
      3m 17s
    7. Paying with a credit card
      1m 40s
    8. Paying with cash
      2m 53s
    9. Paying sales tax
      2m 17s
  8. 35m 5s
    1. Understanding invoices, statements, and sales receipts
      2m 23s
    2. Creating an invoice and filling in header fields
      2m 55s
    3. Adding items to an invoice
      5m 7s
    4. Adding billable time and cost to an invoice
      5m 57s
    5. Using subtotals, discounts, and other charges
      3m 6s
    6. Creating an estimate
      2m 49s
    7. Handling a customer credit
      4m 57s
    8. Creating a statement charge
      3m 7s
    9. Producing a statement
      4m 44s
  9. 14m 44s
    1. Setting up print options
      4m 13s
    2. Aligning forms with printer paper
      3m 0s
    3. Printing one or more forms
      4m 29s
    4. Emailing a sales form
      3m 2s
  10. 14m 8s
    1. Receiving a payment
      3m 49s
    2. Assessing finance charges
      4m 9s
    3. Creating a sales receipt for a cash sale
      2m 39s
    4. Depositing payments
      3m 31s
  11. 10m 37s
    1. Preparing to reconcile a bank account
      1m 50s
    2. Reconciling transactions to your bank statement
      3m 14s
    3. Correcting discrepancies
      5m 33s
  12. 9m 51s
    1. Using the Report Center to find reports
      3m 0s
    2. Running a report
      3m 45s
    3. Printing or saving a report
      3m 6s
  13. 6m 8s
    1. Why use journal entries?
      3m 3s
    2. Creating a general journal entry
      3m 5s
  14. 13m 39s
    1. Creating a new user
      4m 58s
    2. Backing up your company file
      6m 10s
    3. Restoring a company file
      2m 31s
  15. 27s
    1. Goodbye
      27s

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