Managing user accounts and company files > Managing user accounts
Managing user accountsIf 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 with suppliers from also being able to pay suppliers, minimising the likelihood of paying false purchases.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, AccountEdge software labels it 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 pinpointing fraudulent transactions.User IDs can be set up to restrict access to employee payroll, banking and contact information stored in the card file and on reports. You can select broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details. If you want to prevent a user from editing and viewing all payroll details, you need to restrict access to payroll reports as well as to employee card information and payroll command centre functions.Administrator accountThe 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 more information, see Set a password for the Administrator user ID.
