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.
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 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.
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.
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.
If you want to mark your company file as a read-only file, select this option. If you select this option, your company file will be flagged as a read-only file not allowing any transactions to be added, edited, or deleted. Note that using this option will protect the file from being altered in any way.
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.
