The best way to fight employee fraud is by setting
appropriate access privileges within your accounting software. This
type of function allows you to limit access for specific employees to specific
tasks, including payroll processing and reporting. QuickBooks Enterprise
Solutions helps you separate access to financial transactions and reports with
its highly specific user permissions and controls.
By using this feature, you have the ability to give your employees permission
to effectively do their jobs, yet still protect your sensitive information. If
you set up roles and permissions correctly, Enterprise Solutions will keep every
employee within their assigned areas of the program without any daily
monitoring on your part.
You can use controls to distribute your workload and keep up
with growth in your business. You have the control over what you allow people
to do in your QuickBooks Company file.
Using permissions and roles will not only reduce worry about fraud, but it will
also keep your employees focused on the areas you have assigned to them. The
QuickBooks file administrator has control over which users can access which
areas of the program—and what level of control each user will have in his or
her assigned area. The file administrator can specify distinct access levels to
more than 115 entitlements within 11 QuickBooks functional areas. Access levels
include:
• View only
• Create
• Modify
• Delete
• Print
Enterprise Solutions contains 14 pre-defined roles
(including the administrator role) that make setting up user permissions
relatively easy. In the software, the administrator can highlight any role to
see a description of the role’s function, along with the users assigned to the
role.
The administrator has the ability to control access to all
lists (e.g. Customer, Item, Vendor) and to specific report groups (e.g. Company
& Financial, Sales, Jobs).
The administrator can also control access
to data in individual bank accounts. For example, some businesses may have two
checking accounts: operating and payroll. The administrator can grant a user
access to enter and view transactions in the operating account and prohibit the
same user from entering or viewing data in the payroll account register.
• Accountant • Inventory
• Accounts Payable •
Payroll Manager
• Accounts Receivable • Payroll Processor
• Administrator •
Purchasing
• Banking •
Sales
• Finance •
Time tracking
• Full Access •
View-only
Using roles, you can define a user’s permission
in extreme detail. For example, in one area the user may have
permission to view information, but not create, modify, or delete. In another
area, the same role may have permission to view and create but not modify or
delete.
To set up good checks and balances,
you need to divide responsibilities and tasks. For example, a recommended
practice is to have one employee who enters invoices and another employee who
enters receipts/credits. You should avoid having the same user process both of
these transaction types.
If preferred, the administrator can add new roles to the
list. In that case, it is advisable to start by duplicating an existing role. Once
the role is duplicated, you can modify the duplicate role to suit your
specific needs. Using this approach, you leave the existing roles intact but
can save yourself work by borrowing permissions from an existing role.
No comments:
Post a Comment