QuickBooks List as Read-Only

[Alex]

I currently am using MS Access to maintain an item list and have a
method of synchronizing the data with QuickBooks Enterprise 3.0 (mult-
user mode). How can I prevent users in QuickBooks from adding or
changing items since the Access database will be used to manage the
list of items?

 

[Allan Martin]

I currently am using MS Access to maintain an item list and have a
method of synchronizing the data with QuickBooks Enterprise 3.0 (mult-
user mode). How can I prevent users in QuickBooks from adding or
changing items since the Access database will be used to manage the
list of items?

Tell them if they change it they are history.

 

[Alex]

Tell them if they change it they are history.

Thanks for the advise, but that is not in my job description.

 

[L]

I currently am using MS Access to maintain an item list and have a
method of synchronizing the data with QuickBooks Enterprise 3.0 (mult-
user mode). How can I prevent users in QuickBooks from adding or
changing items since the Access database will be used to manage the
list of items?

You can't.

Well, at least not and let them still work in the file.

QB permissions system is not all that flexible. User's have access to
different 'areas' of the program. Giving a specific user access to the
inventory area, for example,


"gives a user the ability to:

§ Write purchase orders. Receive against purchase orders.

§ Make adjustments to inventory.

§ Maintain your list of inventory items.

§ Enter bills.

§ Edit an item's history.

§ Print purchase orders. To allow printing, you must select either
Full Access or "Create and print transactions" under Selective Access.

§ Create inventory, purchase, and vendor reports. To allow access
to these reports, you must select either Full Access or "Create transactions
and Create Reports" under Selective Access."




So, if you don't want folks to have access to the list of inventory items,
the administrator can deny them access to inventory. Of course, then they
can't do ANY of the other functions listed above.

 

[TonyK]

You can't.

Well, at least not and let them still work in the file.

QB permissions system is not all that flexible. User's have access to
different 'areas' of the program. Giving a specific user access to the
inventory area, for example,

<SNIP>

Realistically, you have a personnel problem, not a software problem. I
would turn on the dreaded "Audit Tracking" feature, so that you can
confirm which username is misbehaving, and can then be disciplined
appropriately.

If they are making unauthorized/incorrect changes to the database,
this will at least CYA & explain to your boss(es) why you are wasting
so much time fixing things.

Perhaps then, a training class will take place to alleviate your
issues.

Otherwise, as above, you don't have much help for the system.

Good luck,

Tony

 

[Triad25]

Tell them if they change it they are history.

and,

Realistically, you have a personnel problem, not a software problem.....

I don't mean this as any disrespect to the above posters, or to any others
who have similar suggestions or advice, but I think the "personnel problem"
in the above "solutions" may be at the management level where these types of
so-called "solutions" are being suggested.

By that I mean that sometimes when someone is seeking a way to prevent a
future problem, the advice of managers is along the lines of, "tell them if
they do it they will be fired", "train the people not to do it", "make a
policy that people cannot do that and enforce the policy", "we have to make
a rule and stick to it", etc. It sounds like an easy solution, but it is
not realistic and it often bypasses a more realistic and less offensive way
to prevent the problem. Rather than trying punish their way toward a
so-called solution, maybe a little more thought could go into how to prevent
the problem in the first place. People are not perfect, and people cannot
be watched at every step in what they do. So, to me, the first solution to
consider is how to modify the setup or circumstances that would take away
the ability of employees to make the mistake in the first place. I think
this is especially true in accounting and financial matters when trying to
build in internal controls to prevent errors, oversights, theft, etc.
Instead of just setting a policy and saying "enforce it", it would be much
better in my opinion to structure things to make it impossible for the error
to happen in the first place.

 

[Allan Martin]

and,



I don't mean this as any disrespect to the above posters, or to any others
who have similar suggestions or advice, but I think the "personnel
problem" in the above "solutions" may be at the management level where
these types of so-called "solutions" are being suggested.

By that I mean that sometimes when someone is seeking a way to prevent a
future problem, the advice of managers is along the lines of, "tell them
if they do it they will be fired", "train the people not to do it", "make
a policy that people cannot do that and enforce the policy", "we have to
make a rule and stick to it", etc. It sounds like an easy solution, but
it is not realistic and it often bypasses a more realistic and less
offensive way to prevent the problem. Rather than trying punish their way
toward a so-called solution, maybe a little more thought could go into how
to prevent the problem in the first place. People are not perfect, and
people cannot be watched at every step in what they do. So, to me, the
first solution to consider is how to modify the setup or circumstances
that would take away the ability of employees to make the mistake in the
first place. I think this is especially true in accounting and financial
matters when trying to build in internal controls to prevent errors,
oversights, theft, etc. Instead of just setting a policy and saying
"enforce it", it would be much better in my opinion to structure things to
make it impossible for the error to happen in the first place.

I say off with their heads.