Fields in the Preferences window

Fields in this window

Preferences window - Security view

Transactions CAN'T be Changed; They Must be Reversed

Choose whether your accounting information, such as individual transactions, can be changed once it's been recorded.

If you mark this selection, entries you’ve recorded in AccountEdge can’t be edited; instead, they must be reversed. If you wish to keep an audit trail of the errors and corrections made to your financial records, you should mark this selection.

If you don’t mark this selection, all entries you make in AccountEdge can be edited.

Regardless of your selection here, you won't be able to change inventory adjustment and transfer transactions. To correct an incorrect inventory transaction, you must reverse the original transaction to cancel its effects on your records, then enter a transaction with correct amounts, quantities and values.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Lock Periods: Disallow Entries Up to and Including…

Select an accounting period from the list to disallow transaction entries from occurring in or before the period you select. This prevents you from inadvertently adding, changing or removing transactions in periods in which changes could disturb the accuracy of your financial records. The list includes accounting periods in your current fiscal year and your next fiscal year. It also includes a selection that disallows transaction entries dated before your current fiscal year.

Making a selection here is a safeguard against entries being made in the incorrect period; it doesn’t close the period, erase transactions or permanently prevent you from recording a transaction in or before the period you select. If you need to make entries in or before the period you select, you can change this selection to an earlier period. (Note, however, that if you record a transaction in an earlier period, your financial statements, such as your balance sheet and profit and loss statement, for that month and all succeeding months may be affected. You may want to reprint them after you make your transaction entries.)

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Prompt for Data Backup When Closing

Mark this selection if you want the option of creating a backup copy of your data file.

If you mark this selection, an alert message will appear when you select Quit or Open from the File menu, asking whether you want to create a backup of your data. To automatically create a backup, click Yes.

Prompt for Session Report When Closing

Choose whether you’d like a session report to be printed when you exit AccountEdge.

If you choose this option, an alert message will appear each time you select Quit, Exit, Open or New from the File menu, asking whether you’d like to print a session report.

When you choose to print a session report, the command you chose (Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Warn Before Recording Post-Dated Transactions

Mark this selection if you want an alert message to appear each time you enter a transaction that’s assigned a date in the future.

If you mark this selection, an alert message will appear when you enter a date in a transaction entry window that hasn’t occurred yet. This message is informational only; you can continue to enter the post-dated transaction if you want.

If you don’t mark this selection, an alert message won’t appear when you enter a date in the future.

Check Data File for Errors before the Backup Process

Mark this selection if you want to check your data file for computer-related errors before you begin the backup process.

When you choose to print a session report, the command you chose (Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message.

This is a system-wide preference; the choice you make here will affect everyone who uses this data file.

Prompt for Data Verification When Opening

Mark this selection if you want to be reminded to verify your data file whenever you open it in AccountEdge. Data Verification checks the data file for errors and alerts you to problems that could make your data file unusable.

If you mark this selection, alert messages will appear at regular intervals when you start AccountEdge and open your data file, informing you of the number of days since you last verified your data file and reminding you of the importance of performing this task.

Password button

Click this button to open windows in which you can secure your AccountEdge system with password protection.

OK button

Click this button to accept the entries you’ve made in this window.

Fields in the Preferences window - Security view

*Transactions CAN'T be Changed; They Must be Reversed*	Choose whether your accounting information, such as individual transactions, can be changed once it's been recorded. If you mark this selection, entries you’ve recorded in AccountEdge can’t be edited; instead, they must be reversed. If you wish to keep an audit trail of the errors and corrections made to your financial records, you should mark this selection. If you don’t mark this selection, all entries you make in AccountEdge can be edited. Regardless of your selection here, you won't be able to change inventory adjustment and transfer transactions. To correct an incorrect inventory transaction, you must reverse the original transaction to cancel its effects on your records, then enter a transaction with correct amounts, quantities and values. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Lock Periods: Disallow Entries Up to and Including…*	Select an accounting period from the list to disallow transaction entries from occurring in or before the period you select. This prevents you from inadvertently adding, changing or removing transactions in periods in which changes could disturb the accuracy of your financial records. The list includes accounting periods in your current fiscal year and your next fiscal year. It also includes a selection that disallows transaction entries dated before your current fiscal year. Making a selection here is a safeguard against entries being made in the incorrect period; it doesn’t close the period, erase transactions or permanently prevent you from recording a transaction in or before the period you select. If you need to make entries in or before the period you select, you can change this selection to an earlier period. (Note, however, that if you record a transaction in an earlier period, your financial statements, such as your balance sheet and profit and loss statement, for that month and all succeeding months may be affected. You may want to reprint them after you make your transaction entries.) This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Prompt for Data Backup When Closing*	Mark this selection if you want the option of creating a backup copy of your data file. If you mark this selection, an alert message will appear when you select Quit or Open from the File menu, asking whether you want to create a backup of your data. To automatically create a backup, click Yes.
*Prompt for Session Report When Closing*	Choose whether you’d like a session report to be printed when you exit AccountEdge. If you choose this option, an alert message will appear each time you select Quit, Exit, Open or New from the File menu, asking whether you’d like to print a session report. When you choose to print a session report, the command you chose (Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Warn Before Recording Post-Dated Transactions*	Mark this selection if you want an alert message to appear each time you enter a transaction that’s assigned a date in the future. If you mark this selection, an alert message will appear when you enter a date in a transaction entry window that hasn’t occurred yet. This message is informational only; you can continue to enter the post-dated transaction if you want. If you don’t mark this selection, an alert message won’t appear when you enter a date in the future.
*Check Data File for Errors before the Backup Process*	Mark this selection if you want to check your data file for computer-related errors before you begin the backup process. When you choose to print a session report, the command you chose (Quit, Exit, Open or New) is canceled. After the report is printed, choose your command again, then select No Report in the alert message. This is a system-wide preference; the choice you make here will affect everyone who uses this data file.
*Prompt for Data Verification When Opening*	Mark this selection if you want to be reminded to verify your data file whenever you open it in AccountEdge. Data Verification checks the data file for errors and alerts you to problems that could make your data file unusable. If you mark this selection, alert messages will appear at regular intervals when you start AccountEdge and open your data file, informing you of the number of days since you last verified your data file and reminding you of the importance of performing this task.
*Prompt for Data Verification When Opening*
*Password button*	Click this button to open windows in which you can secure your AccountEdge system with password protection.
*OK button*	Click this button to accept the entries you’ve made in this window.