QuickBooksGal

Welcome to the QuickBooks Minute. I’m Jayne Miller, the QuickBooks Gal. I’m constantly surprised by how many QuickBooks users either have NO password on their files, or who have only one “main” password for the entire office to use. This is a terrible idea! Everyone who uses your QuickBooks file should have their own user name and password. Let's review two very important reasons for individual, unique user names & passwords. First: QuickBooks has a great built in feature called an “audit trail” which will let you go back and research who did what. In newer versions, the audit trail is always on. It will tell you that Jayne deleted check 1234 on March 5th – but only if Jayne is logged in under her own name. If everyone uses the same user name, then you will only know that “Someone” deleted that check. Second, and very importantly: It is human nature, that despite the fact that we shouldn’t, we often use the same password in QuickBooks as we do in other places such as our ...

powered by ODEO Hi, I’m Jayne Miller, the QuickBooks Gal. Welcome to another in our series of “Quicklets” –informational podcasts about QuickBooks and related bookkeeping topics. In my last Quicklet, I left you with a question: How are Passwords and Bubble Gum alike? • They are strongest when fresh • They should be used by an individual, not a group • If left laying around, they will create a sticky mess. www.nativeintelligence.com Thanks to the folks at nativeintelligence.com for that one. If you’re not using passwords, you should. If you are using QuickBooks and have multiple users, whether on a network or a single workstation and you have not assigned passwords to each user, you should. One more consideration…if you are a business owner or an accounting supervisor, you especially need to assign passwords. It is extremely important that you are the Administrator for your file. Your user profile will be the only one who has total access to all areas of QuickBooks. I am alw...