Anti-Theft Security Features

[DaveInTexas]

I was wondering about the features QBPro has to prevent office theft.
For example, I see it has a password feature.
But that is only useful if I can track which employees prepare and later alter which invoices. Can I do that?
Is that what is referred to as the Audit Trail, (which it warns will slow down the speed)?
Thanks!
Mine is the 2001 version.

[Joe Williams]

The Users in QuickBooks can be set to allow that user to access only the selecterd parts of the company file. The passwords are just a security precaution to keep un-authorized people from opening the file. There are no fetures to prevent prevent office theft, but the Audit Trail will show the transactions and if/when they were modified or deleted and the user that entered/changed them.

[DaveInTexas]

thanks,
I found the passwords and user settings.
How do I turn on the audit trail? Will it slow the system up a bunch?
Also one of the options in user settings is to set the Closing Date, before which, no one may alter any entries. Is this a permanent thing or can Admin still retain the ability to control things? I was thinking of setting the date Dec 31 2006 after our tax return is complete, does that sound reasonable?
Also, is there a way to set a Time-Out, so that if employee A is away from position for x minutes, they will auto log-out?
Thanks.

[Joe Williams]

In preferances for Accounting, the Company Preferance has the box for enableing audit trail. Yes it will slow down QuickBooks but if things are getting changed, it is worth it. The Set Closing Date is there also and the Samin can change it as needed. If you set all of the users to not change before the closeing date you do not need a passwork, only the Admin can make changes there.

[lisa_mn]

yes a 12/31/06 closing date is very reasonable. You can go ahead and set it before the tax return is done. Nothing drives people crazier than changes happening after the info just goes to the accountant.

And no, there's no automatic logout feature for being idle too long.

if you can, the best way to control fraud is by separation of duties. For example, the person who writes the checks should not be doing the bank reconciliation. And the person who does the bank reconciliation should review the check copies from the bank to make sure they aren't different from what's in QB. Carefully check credit card statements. Check your merchant account for unusual credits issued. etc. The best defense is to just know what's going on.