How can I secure our Quickbooks file with a password so that other users of the computer will not be able to have access to it?
The only password option I see is to edit entries after the books are closed.
We use Quickbooks Basic 2003.
Help?
Look harder - there are more options defined per user including the one you found. Each user can be limited or given access to most areas of the program.
Check under edit user
Grunchley wrote:
Where is that? Edit > Preferences?
: > The only password option I see is to edit entries after the books are : > closed. : >
: > We use Quickbooks Basic 2003. : >
: > Help? : >
: >
Nevermind. I found it under Company > Set Up Users.
Thanks for your help.
:: > The only password option I see is to edit entries after the books are :: > closed. :: >
:: > We use Quickbooks Basic 2003. :: >
:: > Help? :: >
:: >
: :
Following on from this, each area of QB can be set for partial access, but the only categories are "Create transactions", "Create and print transactions", and "Create and print transactions and reports".
What would be useful would be to be able to give someone "View and report only". We often have management report tasks that could usefully be given to a junior to do, but we certainly wouldn't want them to be able to create or amend transactions...
Since QB currently doesn't support this level of access, are there any third party reporting tools that would allow this?
It sounds like you want to deny access to your QB data file to all users other than yourself - not provide different users with access to different parts of the data file. Have I misunderstood your original question?
If I have not misunderstood, you can set a master password for the entire file that must be entered before the file can be opened. However, this password protection is rather weak. If you have serious concerns about access to the file, you should use software that install a virtual encrypted drive on your machine and place the QB data file there. Most of these programs have strong encryption. You can then dismount that file after you close down QB. I travel with a laptop computer and all my client and tax data, including my QB file, is stored on a 1GB virtual encrypted drive that automatically dismounts when the computer is shut down and will not remount without a password. If the machine is lost, the data will be very hard for anyone to steal.
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