Managing user accounts and company files > Managing user accounts
 New Features
Advanced Filters for Registers Void Cheque Mileage Tracking Departments added to Bank Deposits Improved bank statement import Tracking Leads Hide Inactive Update AccountEdge date Departmental Accounting Retainers, Escrows and Trusts Document Manager Change Orders Expanded tax code field Add notes to a sale and a purchase transaction Easier navigation for invoices and bills Purge Sale/Purchase Quotes and Cards Tracking Commissions Easier navigation for invoices and bills Create a copy of transaction Purge Sale/Purchase Quotes and Cards Combine Items Departments added to Inventory Adjustments Track Serial Numbers Track Warranties Migration Assistant 7 Years Historical reporting Profit Analysis reports Lead reports Department reports Mileage Tracking reports Manage AccountEdge Cloud Web Store Integration Enhanced
Introduction
Learning about your AccountEdge software
Manuals Online help Other resources
Where to start
Experiment with sample data
Explore your AccountEdge software
Command centres Sidebar Calendar (date entry) Business calendar Calculator Zoom arrows Search icons Select columns Mouse shortcuts Shortcut keys
Setting up your company file
Overview Create a company file Easy setup assistant Activate the company file Set up accounts
Setting up accounts
Enter account opening balances Set up preferences Set a password for the Administrator user ID
Advanced setup
Overview Set up sales Set up purchases Do an initial bank reconciliation
Task 1: Identify uncleared withdrawals and deposits Task 2: Record uncleared withdrawals and deposits Task 3: Reconcile
Create item records Enter inventory opening balances Set up a Web Store Web Store Gift Cards
Web Store Sync items
Manage Mobile Application
Banking
Receiving money Bank deposits Spending money Entering transactions in the Bank Register window Transferring money between accounts Tracking petty cash expenses Reconciling your bank accounts
Undoing an account reconciliation
Importing statements Recording miscellaneous transactions Void Cheques Credit card transactions Analysing your cash flow
Sales
Creating a lead card Creating a customer card Entering sales
Task 1: Enter information about the customer Task 2: Choose the type of sale Task 3: Enter the items or services you are selling Task 4: Enter additional information about the sale Task 5: Complete the sale Adding and deleting transaction lines, headers and subtotals
Recording sales with insufficient on-hand item quantities
Build, buy or backorder items Allow negative on-hand item quantities
Changing the status of a sale Track a change order Reviewing your sales information Receiving payments Printing payment receipts Credit control
Credit limits Credit holds Finance charges paid by customers
Customer credits
Settling credits
Dealing with a supplier who is also a customer Accounting for bad debts Progress Billing Manage Retainers, Escrows & Trusts Process Web Orders Commission Tracking
Purchases
Creating a supplier card Entering purchases
Entering a purchase transaction Task 1: Enter information about the supplier Task 2: Choose the type of purchase Task 3: Enter the items or services you are purchasing Task 4: Enter additional information about the purchase Task 5: Complete the purchase Adding and deleting lines, subtotals and headers to purchases
Receiving items without a supplier bill
Set up an accrual account for items received without a supplier bill Recording items received without a supplier bill
Creating a purchase order from a sale Changing the status of a purchase Reviewing your purchases information Paying bills Recording and settling supplier debits
Settling supplier debits
Adding finance charges paid to suppliers
Billing for time
About the time billing feature Setting time billing preferences Setting billing rates Creating activities Creating activity slips
Creating multiple activity slips
Changing and reviewing activity slips Creating time billing invoices Work in progress Billing Rate Levels
Inventory
Creating items
Average Cost, Last Cost and Standard Cost
Creating item variations Making inventory adjustments
Examples of inventory adjustments
Inventory locations
Recording inventory movements between locations
Building items
Auto-building items
Performing stocktakes Reviewing your inventory information Setting item prices Customising inventory
Creating custom price levels Creating custom lists Custom lists and inventory reports Creating brands list Brands list and inventory reports Weight Creating custom fields Creating tags list
Web Store Item Sync Track Serial Numbers
Track Warranties
Lists
Adding a record
Adding records using Easy-Add
Setting up Tax codes Finding a record Changing a record Inactivating or reactivating a record Deleting a record Combining records
Combining cards Combining accounts Combining items
Tracking Mileage
Company vehicles list Mileage Rates Mileage Slips
Document Manager
Transactions
Finding a transaction Changing or deleting a transaction
Changing a transaction Deleting a transaction
Reversing a transaction Recurring transactions
Setting up recurring transactions Recording recurring transactions Reminders
Create copy of a transaction Publishing to iCal
Publishing an invoice or purchase to iCal Publishing a recurring transaction to iCal Publishing a reminder log entry to iCal
International transactions
About the multiple-currency feature Setting up multiple currencies
Task 1: Select the multiple currency preference Task 2: Set up records for foreign currency Task 3: Create accounts to track foreign-currency transactions Task 4: Assign accounts to foreign currencies Task 5: Assign currencies to foreign customers and suppliers
Exchange rates Tracking currency gains and losses
Tracking realised currency gains and losses Unrealised currency gains and losses
Miscellaneous transactions
Transferring funds to a foreign account Entering foreign-currency transactions in a local account Reconciling accounts containing foreign transactions
Reports
Producing reports Printing report batches Customising reports
Task 1: Select the data to be printed Task 2: Select the required fields Task 3: Select finishing options Task 4: Change the report format Task 5: Print the report Task 6: Save the report Changing the default fonts on reports
Forms
Finding forms Sending forms
Sending forms when you record a transaction Sending forms in a batch Advanced filters
Customising forms
Task 1: Display the form Task 2: Set up form properties Task 3: Adding and editing elements Task 4: Preview the customised form Task 5: Save the customised form Task 6: Print the customised form Changing the default fonts on forms
Adding and editing elements
Adding and editing data and label elements Adding and editing graphic elements Editing all elements with common commands
Contact management
Creating a card Keeping in touch with your contacts
Personalised letters Mailing labels Reminder log Other ways to keep in touch
Grouping your contacts
Identifiers Custom lists
Synchronising AccountEdge cards with Mac Address Book cards
Deleting cards Resetting the synchronisation
Customising cards
Card identification codes Card pictures Lead Source and Status
Reviewing your contact information
Financial control
Tracking financial information
Accounts Categories Jobs Departments
Reimbursable expenses
Step 1: Set up a job Step 2: Assign expenses to the job Step 3: Bill the customer Changing the status of a reimbursable expense
Budgets
Entering budget amounts Budget Shortcuts window
Reviewing financial information Auditing your records
Company Data Auditor Audit trail tracking system
End-of-period procedures
Month-end procedures
Task 1: Run the Company Data Auditor Task 2: Reconcile bank accounts Task 3: Review reports Task 4: Send customer statements Task 5: Record depreciation Task 6: Prepare your GST return Task 7: Lock periods
Starting a new financial year
Task 1: Complete month-end tasks Task 2: Perform a stocktake Task 3: Provide information to your accountant Task 4: Enter end-of-year adjustments Task 5: Back up your company file Task 6: Start a new financial year Task 7: Optimise and verify your company file
Managing user accounts and company files
Managing user accounts Backing up and restoring company files TConfirming activated company files
Troubleshooting activated company files
Servicing your company file
Checking your company file for errors Optimizing your company file Purging information that is no longer needed Troubleshooting file-locking problems Changing company file date
Special considerations for networked company files
Preventing data entry while generating reports Storing custom reports and forms on a network Displaying up-to-date information Improving performance Alert messages—company file Alert messages—transactions
Appendix A:  Importing and exporting data
Exporting data Importing data
Importing from MYOB RetailManager Importing an accounts list from Accountants Office
Managing import and export records AppleScripts
Appendix B:  Networking company files
Preparing company files for multiple users Setting up the network hardware Setting up a company-file folder on a Mac OS X host Accessing the shared company file from Mac OS X workstations
Glossary Index
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’.
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 below.
To create a user account
To obtain additional workstation licences [Network Edition only]
Related Topics
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Activate the company file
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Set up preferences
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Auditing your records

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