Managing user accounts and company files > Managing user accounts
Welcome New Features
Hide Inactive Multiple Job and Department Allocations Tracking Commissions Create Credit Memo Create Copy Track Serial Numbers Track Warranties HMRC Payroll Compliance changes Departments added to Timesheets Commission reports Serial Number reports Import and Export changes
Commission Information Multiple Job or Department Allocations Serial Numbers Multi-currency
Log Out Active users Web Store Enhancements
Web Store Integration Web Store Item Sync Web Store Tax Codes
Introduction
Learning about your software
Manuals Online help Other resources
Where to start
Experiment with a sample company’s data
Exploring your software
Command centres Sidebar Favourites list Calendar (date entry) Business calendar Calculator Zoom arrows Search icons Select columns Mouse shortcuts Shortcut keys Default fonts
Setting up your company file
Overview Create a 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 Set up payroll 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 stock opening balances Set up a Web Store
Web Store Gift Cards
Manage Mobile Application Manage AccountEdge Cloud
Banking
Receiving money Preparing a bank deposit 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 Credit card transactions Analysing your cash flow
Sales
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, subtotals and headers in sales transactions
Recording sales with insufficient on-hand item quantities
Allow negative on-hand quantities and values Build, buy or backorder items
Changing the status of a sale Reviewing your sales information Receiving payments Printing payment receipts Credit control
Credit limits Credit holds Finance charges paid by customers
Creating customer credits
Settling credit notes
Dealing with a supplier who is also a customer Accounting for bad debts Progress Billing Process Web Orders Manage Escrows & Trusts 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 lines, subtotals and headers to purchases
Receiving items without a supplier invoice
Setting up an accrual account for items received without a supplier invoice Recording items received without a supplier invoice
Creating a purchase order from a sale Changing the status of a purchase Reviewing your purchase information Paying suppliers Creating supplier debits
Settling supplier debits
Adding finance charges paid to suppliers
Paying your employees
Payroll setup tasks Creating payroll categories
Wages Information window Entitlements Information window Deduction Information window Employer Expense Information window Editing payroll categories
Creating employee cards Entering employee payroll information Timesheets
Delete timesheet entries View timesheet reports
Processing your payroll
Task 1: Select the pay period Task 2: Include employee timesheets Task 3: Select and edit employee pay Task 4: Record the employee paycheques Task 5: Process payments Task 6: Print payroll earnings Task 7: Print/email pay slips
RTI Full Payment Submission Employer Payment Summary Employment Allowance HMRC Compliance changes Payroll liabilities Processing termination payments
Task 1: Determine any outstanding entitlements Task 2: [Optional] Create payroll categories for termination payments Task 3: Process a paycheque for the final pay Task 4: Terminate the employee in the Card File Task 5: Print the employee’s P45
Reviewing payroll information
Viewing pay history Viewing an employee’s entitlement balances Analysing payroll Reviewing payroll liabilities
Earlier Year Update
Task 1: Select employees Task 2: Enter company information Task 3: Print Report Task 4: Submit
Preparing and filing payroll tax forms
Enrolling in PAYE Online for Employers Preparing and printing year-end tax forms Preparing an amended return Submitting test data before e-filing Additional information about completing year-end tax forms
Billing for time
About the time billing feature Setting time billing preferences Setting billing rates Creating activities Creating activity slips
Creating multiple activity slips
Reviewing and changing activity slips Creating time billing invoices Work in progress Billing Rate Levels
Stock
Creating items
Average Cost, Last Cost and Standard Cost
Creating Item Variations Making stock adjustments
Stock adjustment examples
Multiple stock locations
Recording stock movements between locations
Building items
Auto-building items
Count stock Reviewing your stock information Setting item prices Customising stock
Creating custom price levels Creating custom lists Custom lists and stock reports Creating brands list Brands list and stock reports Weight Creating custom fields Creating tags list Tag list and inventory reports
Web Store Sync items Track Serial Numbers
Track Warranties
International transactions
About the multiple-currency feature Setting up multiple currencies
Task 1: Select the multiple currency option Task 2: Set up records for foreign currencies Task 3: Create accounts to track foreign-currency transactions Task 4: Assign accounts to foreign currencies Task 5: Assign appropriate 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
Reporting VAT
Setting up VAT codes VAT reports
Accrual and cash reporting VAT Summary and VAT Summary – Cash reports VAT Detail, VAT Detail – Cash reports VAT Return and VAT Return – Cash reports
EC sales
Reporting EC sales
EC purchases
Reporting EC purchases VAT Return, VAT Return – Cash reports
Lists
Adding a record
Adding records using Easy-Add
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
Reports
Producing reports Printing report batches Customising reports
Task 1: Select the data to be printed Task 2: Specify 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
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 Responding to reminders for recurring transactions
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 to iCal
Forms
Finding forms Sending forms
Sending forms immediately 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 More ways to keep in touch
Grouping your contacts
Identifiers Custom lists
Synchronising cards with Mac Address Book cards
Deleting cards Resetting the synchronisation
Customising cards
Card identification codes Card pictures
Reviewing your contact information
Financial control
Tracking financial information
Accounts Categories Jobs Departments
Tracking reimbursable expenses
Task 1: Set up a job Task 2: Assign expenses to the job Task 3: Bill the customer Changing the status of a reimbursable expense
Budgets
Entering budget amounts Budget Shortcuts window
Auditing your records
Company Data Auditor Audit trail tracking system
Reviewing financial information
End-of-period procedures
Month-end procedures
Task 1: Run the Company Data Auditor Task 2: Review reports Task 3: Send customer statements Task 4: Record depreciation Task 5: Lodge VAT returns Task 6: Pay PAYE and NIC that is due 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
Starting a new payroll year
Task 1: Process the last paycheques for the year Task 2: Print payroll reports Task 3: Prepare and submit payroll tax forms Task 4: Back up your company file Task 5: Start a new payroll year Task 6: Optimise and verify your company file
Managing user accounts and company files
Managing user accounts Backing up and restoring company files Servicing your company file
Checking your company file for errors Optimising your company file Purging information that is no longer needed Troubleshooting file-locking problems Alert messages—company file Alert messages—transactions
Importing and exporting data
Exporting data Importing data Managing import and export records AppleScripts
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 with suppliers from also being able to pay suppliers, minimising the likelihood of paying false purchases.
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, 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.
tip : Restrict access to employee information
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 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 more information, see Set a password for the Administrator user ID.
To create a user account

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