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
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.