Creating and using user IDs

MYOB AccountEdge provides a security system based on user IDs. Each user must enter an ID in the User ID field of the Sign-On window when entering AccountEdge.

User IDs can help to maintain the integrity of your company file when you assign access rights to your users' IDs. User IDs can also be used keep track of the actions of each person who performs tasks that affect your company file.

The Administrator user ID is created automatically when you create your company file. The Administrator always has access to the entire AccountEdge system.

Warning!
All users have access to the entire AccountEdge system, until the Administrator limits access using the User Access window.

The Administrator is the user who must assign a user ID to each person who uses the MYOB AccountEdge system; no other user is authorized to create other user IDs.

Restricting user access

To maintain your data's integrity, the Administrator can assign access rights to each user ID profile. This permits the Administrator to control access to various sections of the AccountEdge system, such as individual command centers. If the Administrator restricts access rights for particular a user ID, that user will be able to access only those areas to which he/she is allowed. Restricting access to your company file will prevent users from accessing parts of the file that they don't need, and will ensure that confidential information can be seen only by authorized personnel.

You'll set up new user IDs and assign access rights to users using the Password button found on the Security view of the Preferences window.

Warning!
If access rights aren't assigned to a user ID, that user has access to the entire company file, but does not have the ability to create and edit user IDs.

Whenever a user adds or changes transactions in a company file, that user ID is assigned to the information that was added or changed. This allows the Administrator to quickly see who's been working in your company's file.

Passwords may be assigned or linked to User IDs; passwords are optional. If an ID is linked to a password, both the user ID and correct password must be entered in order for the user to open the company file.

Lists and reports are affected by user IDs with restricted access

Viewing and printing user-activity reports

Step by step

To create a new user ID
To edit a user ID
To change a user ID's access rights
To delete a user ID
To create or change your user password
To activate/inactivate a user ID, see To edit a user ID
To print a report showing entries identified by user IDs