QuickBooks Online Security Features

This QuickBooks online security video will show you how to set-up users and passwords in your QuickBooks online account. There are three kinds of quick books, online users, administrator, standard user and accountant user. You are automatically the administrator on the day that you sign up to QuickBooks online using your email address. Then you can create other admin users or other standard users. Administrative users have access to everything except the accountant's toolbox, a standard user receives an invitation from the master administrator.

In this QuickBooks Security training tutorial, you will learn how to use the audit trail. The audit trail is a report that shows every change to every transaction and notes the date and time of the edit in QuickBooks. It also shows who changed what transaction or document. It is the most important security feature because it reveals everything that ever happened to every transaction that has ever been entered into the QuickBooks file from the beginning. If you edit a transaction, the data that was edited will be highlighted in the line of the audit trail that shows that transaction. Changing a transaction will never escape being revealed by the audit trail. This way, you can see exactly who did what and when. You can sort the audit trail by transaction type, date and you can modify the audit trail to add transaction number. Customizing it this way will help you see everything and know if there was a security breach or a violation of security protocols.

In this QuickBooks Security training tutorial, you will learn how to set the closing date. This is an important security feature because it prevents unauthorized access to transactions that have been recorded before the closing date. After that date, even if changes to transactions have been authorized, any change or edit that you make will show up on the closing date exception report. This will show the date and time of each change, what was changed from and to, and who changed it.

In this QuickBooks Security training tutorial, you will learn how to use the reconciliation discrepancy report to see any changes that may have been made to transactions that have already been marked as “cleared” during the bank reconciliation process. This report is a very important security feature because if any cleared transactions are edited, added or deleted, that transaction and a description of the event will show up on the reconciliation discrepancy report. If you change a transaction that has already been reconciled, your QuickBooks bank balance will no longer match your bank statements. That’s why the reconciliation discrepancy report is so important. You can fix any changes you see in the report and the go back to the bank register to mark them as cleared if you replaced any deleted transactions. The report also shows the date and time of each prior period change and who changed it. It helps with accuracy as well as being a great QuickBooks security tool.

There is no QuickBooks online security without browser security. You must use all the prior information about keeping your computer physically secure in addition to the browser security features that you will learn about in this video. There are three areas in your browser to watch carefully and use and manage in order to make sure that your records are secure: restricted or allowed websites meaning trusted websites, saved browser data and browser extensions.