Managing user accounts

If several people enter transactions into the same company file, you can control which command centres, windows and transactions they can access with user accounts.

The ability to limit users’ access can help to minimise fraud. For example, you can prevent a person who places orders from suppliers from also being able to pay suppliers, minimising the likelihood of paying false bills.

Restrict access to employee information

User IDs can be set up to restrict access to employee banking and contact information stored in the card file and on reports. You can set broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details.

User accounts

A user can only open a company file by completing the Sign-on window. The user must enter a user ID and password to gain access to the user account. Then, whenever a user enters a transaction, it is labelled with the user ID. This allows you to keep track of who entered particular transactions, which is useful when following up disputes with suppliers or customers, and for pinpointing fraudulent transactions.

Administrator account

The Administrator account is a default user account always present in all company files and cannot be deleted. This special user account is the only one with access to all command centres, functions and windows.

The person logged on as Administrator is able to create, edit and delete ordinary user accounts. For that reason, as soon as you create a company file, you should supply a password for the Administrator account; otherwise, any user can log in and enter, edit and delete transactions without leaving a trace. For information on how to set up a password for the Administrator account, see ‘Set a password for the Administrator user ID’ on page 23.

Simultaneous users

[AccountEdge Network Edition only] More than one user can access a company file simultaneously. The number of users who can access simultaneously depends on the number of users you are licensed for.

If you require more users to have access to a company file, you can purchase additional licences. For more information, see To obtain additional workstation licences [Network Edition only] below.

To create a user account

1	Start your AccountEdge software and click Open a company file in the welcome window that appears. The Open window appears.

2	Navigate to and select the company file to be opened, and click Open. The Sign-on window appears.

3	Type Administrator in the User ID field, type the administrator’s password in the Password field, and click OK.

Note that if you have not set a password for the Administrator account, leave this field blank.

4	Go to the Setup menu and choose Preferences.

5	In the Preferences window, click the Security tab and then click User IDs. The User Access window appears.

6	Click New to open the New User Details window.

7	Type the user’s name in the User ID field, then type the password in the Password and Confirm Password fields.

8	If you want to copy the restrictions you’ve set up for another user, type or select an existing user account in the Copy Restrictions field.

9	Click OK. The new user account appears in the User ID column of the User Access window.

10	Click the new user account in the User ID column, then click in the Not Allowed column next to those command centres or functions to be denied to the user.

Click OK.

To obtain additional workstation licences [Network Edition only]

Before you begin, have your credit card on hand.

1	Start your AccountEdge software and open the company file requiring extra workstation licences.

2	Go to the Setup menu and choose Company Information.

3	In the Company Information window, click License.

4	Call Customer Service at the number displayed in the Enable Licence window and follow the Customer Service representative’s instructions.

note : Write down the confirmation code

Ask the Customer Service representative for the company file’s confirmation code—you may need it to activate the extra licences you have just purchased.

5	Confirm the extra workstation licences.

▪	If you are connected to the Internet, click Enable Online and click OK.

▪	If you cannot connect to the Internet, type the confirmation code given to you by the representative in the Enter Confirmation Code field and click OK.