Preferences window—Security view

The Security view of the Preferences window enables you to select security options that help you control access to the information in your company file.

Field Descriptions

Transactions CAN'T be Changed; They Must be Reversed [System-wide]

If you don’t want to allow changes to be made to transactions once they have been recorded, or if you want to prevent transactions from being deleted, select this option. If you do need to make corrections to a transaction, you will need to reverse it (by selecting Reverse from the Edit menu when the transaction is displayed) and then re-enter it.

If you want to be able to edit or delete transactions, do not select this option.

Lock Period: Disallow Entries Prior To -- [System-wide]

If you want to prevent changes from being made to any transaction dated within a certain period, select this option and then select the date up to which you want to lock. You won’t be able to add, edit or delete transactions dated prior to the date you select.

This option can safeguard against making entries in a period that is being, or has been, reviewed by your accountant. If you need to record a transaction dated within the locked period, either deselect this option, or change the locked period date.

Prompt for Data Backup When Closing

If you want to be reminded to back up your company file every time you close your company file, select this option.

Prompt for Session Report When Closing [System-wide]

If you want to print a session report every time you close your company file, select this option. The session report lists all of the transactions that have been recorded during the current session.

Warn Before Recording Post-Dated Transactions

If you want to be alerted each time you enter a future date in a transaction, select this option. You can still use the future date if you want. Note that you can use the Future Dated Transactions report to list all transactions that are dated later than the current session date.

Check Company File for Errors before the Backup Process [System-wide]

If you want to check your company file for database errors each time you back up your company file, select this option. If you select this option, the Check Company File for Errors option in the Company File Backup window will be selected automatically.

Prompt for Data Verification When Opening

If you want to be reminded to check your company file for database errors each time you open your company file, select this option.

I Prefer to Use Automated Online Company File Confirmation [System-wide]

If you have internet access, and you want to automatically confirm your company file when required, select this option. You must already be connected to the internet when opening the company file if you want to confirm it automatically. If you don’t select this option, you will prompted to confirm the company file when required.

Use Audit Trail Tracking [System-wide]

If you want to maintain an audit trail of the changes made to your company file over time (for example, changes to transactions, tax codes, accounts and preferences), select this option. The Audit Trail report lists the changes that have been tracked, the dates and the user IDs that made the changes.

Password

This button is only available if you have signed on to the company file with the Administrator user ID.

If you want to set up user IDs and passwords, select this option. When setting up a user ID, you can specify which windows and features the user is restricted from accessing.

OK

If you want to close this window, click OK.

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Related topics

■	Managing user accounts and company files