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How Does QuickBooks Attached Documents Handle Security?

Chief Mechanic · March 19, 2011 ·

QuickBooks Attached Documents Manage Users
QuickBooks Attached Documents addresses the need for security by providing 4 levels of application permissions across 8 areas of QuickBooks functionality under an account overseen by a single user.

Users log into Intuit’s secure servers using an email address and password. While we’re on the subject of security, there’s one small drawback: the password is not case-sensitive and is therefore not considered a strong password.

A QuickBooks Attached Documents subscription is managed by a Company Administrator, the sole pre-defined role supported by the service. A user with the role of Company Administrator can:

  • Edit the business profile
  • Add other Attached Documents subscriptions
  • Update the current subscription

Here’s a screenshot of the screen to add a new user, which shows the range of security settings. After a user is added, security settings can be modified by clicking on the Manage Users button in the upper right of the browser screen, followed by editing a specific user. You can only manage users from a browser-based interface, not from within QuickBooks itself. The Setup and Manage Users menu selection will only open browser access to Attached Documents.

Quickbooks Attached Documents Add User

The service supports 4 levels of application permissions:

  • Administrator: can perform all functions and manage users
  • Full Access: can perform all functions but cannot manage users
  • View Only: can view any attachment in any area but cannot add new attachments and cannot modify or delete existing documents
  • Custom Access: controlled access across 8 functional areas

Necessarily, the user with the role of Company Administrator must have Administrator application permissions, but other users can have Administrator application permissions as well. While those users will have powerful capabilities, they won’t have the powers specific to the role of Company Administrator, such as editing the company profile.

The Custom Access permission is used to control access to documents in functional areas of QuickBooks. Custom Access supports 8 functional areas:

  1. Sales and Accounts Receivable
  2. Purchases and Accounts Payable
  3. Checking and Credit Cards
  4. Time Tracking
  5. Payroll and Employees
  6. Inventory
  7. Sensitive Accounting Activities
  8. Company Documents

Within these 8 areas, there are 4 capabilities:

  • Add: this is a global permission; if a user can add an attached document, he can add it to any area
  • View: this permission allows a user to look at but not modify or delete a document
  • Modify: this permission necessarily includes the View permission
  • Delete: this permission is only available to a user with Modify permissions in the same area

Users assigned a Custom Access level can make use of their capabilities (i. e., Add, View, Modify, or Delete) on lists and transactions associated with that area of accounting. A user can be assigned to more than one area, a necessity in a small firm that still wants to set some restrictions on document access.

Before examining how Custom Access applies in specific areas, it’s important to understand how access to files in the Document Inbox is controlled. Any user with View permission in any area can see all unattached documents in the Document Inbox. Custom Access can’t take affect until after a document is attached and put into a specific area. Therefore, for documents requiring controlled access, care must be taken to start the upload process by attaching them from within QuickBooks. If you elect to upload a document to the Document Inbox and attach it later, it is viewable by any user with View permissions until it is attached to a list item or transaction.

8 Functional Areas

Let’s review which lists and transactions are associated with specific areas. Note that a list or transaction type can appear in more than 1 area. For example, the Other Names list appears in both the Sales and Accounts Receivable and the Purchases and Accounts Payable areas.

Sales and Accounts Receivable: Customers, Other Names, Fixed Asset Item List, Estimates, Sales Orders, Invoices, Sales Receipts, Credit Memos, and Payments.

Purchases and Accounts Payable: Vendors, Other Names, Fixed Asset Items, Bills, Bill Credits, Bill Payments, Credit Card charges, Credit Card credits, and Purchase Orders. Note that Checks – which represent a different transaction type – cannot be seen unless the user has View permissions in the area of Checking and Credit Cards.

Checking and Credit Cards: Vendors, Other Names, Fixed Asset Items, Checks, Deposits, Credit Card charges, and Credit Card credits. Note that users with View permission can see documents attached to transactions in bank or credit card accounts but cannot see documents attached to the bank or credit card accounts themselves. Note also that Transfers are not included in this area.

Time Tracking: Other Names and Timers.

Payroll and Employees: Employees, Other Names, Paychecks, Payroll Liability Checks, Liability Adjustments, and Year-To-Date Adjustments.

Inventory: Items, Vendors, Other Names, Fixed Asset Items, Bills, Bill Credits, Bill Payments, Purchase Orders, Item Receipts, Inventory Adjustments, and Build Assemblies.

Sensitive Accounting Activities: Accounts, Journal entries, and Transfers. Note that users with View permission can see documents attached to general ledger Accounts, but to also see documents attached to transactions in a particular area, View permission for that area is required. For example, to view a document attached to a Check, a user must have View permissions in the Checking and Credit Cards area.

Company Documents: Documents attached to the company file itself via the Company Information window.

This last area is not an accounting function similar to managing A/R or A/P. Instead, it includes more general corporate documents that are connected to accounting and recordkeeping. Documents here include those attached to the Company Information via the Company->Company Information… menu selection. A screenshot of this point of attachment is shown below. Examples of documents that might be attached here include corporate organization documents such as articles of incorporation, bylaws, or meeting minutes.

QuickBooks Attached Documents Company File

A few examples of how applying security in QuickBooks Attached Documents will illustrate the power and flexibility of this security model. First, consider the need to upload bank statements but to restrict access to selected individuals. Bank statements attached to the Account are only viewable by users with access to Sensitive Accounting Activities, so the specific bank account to which the statement applies is the best point of attachment. We don’t recommend bank statements be attached to other list entities, such as Other Names, because documents attached to those lists are accessible to other areas.

Next, consider the need to upload payroll tax forms. If every user requiring access to the payroll tax forms will also have access to the Sensitive Accounting Activities area, one good point of attachment might be the liability account to which the tax form relates. Another approach might be to treat these forms as Company Documents, and attach them to the Company Information. A workable but slightly less desirable method would be to create employees representing the tax agency as placeholders and attach tax forms to the relevant placeholder employee. However, even though a tax form is often accompanied by a payment to a Vendor, we don’t recommend attaching a tax form to a Vendor because documents attached to that list item would be accessible to other areas, such as Purchase and Accounts Payable.

Both of these examples illustrate an important concept in making use of security in Attached Documents. Start by attaching a document to an area with the greatest restrictions and only attach it to other areas as required. If you attach a document to areas that include lists or transaction types that overlap, you may end up making the document available to a wider audience than you originally intended.

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Why Are Items On Sales Orders Marked Closed Before Invoicing On a Partially Fulfilled Sales Order?

Chief Mechanic · September 13, 2010 ·

In QuickBooks 2009 for releases prior to R6, there was a bug (which has since been fixed) where undelivered items on a sales order that had previously been partially fulfilled had been incorrectly marked closed and could not be unchecked to be invoiced.  This bug is discussed in this Intuit knowledge base article.

The bug only affects Sales Orders or Estimates that have partially invoiced line items where Unit of Measure has been enabled or where the Sales Order or Estimate contains a Group Item (with or without Unit of Measure enabled).  For more information see our articles on the Unit of Measure preference and Group Items.

This bug has been corrected in the R6 release.  Although the bug itself has been corrected, you may have previously entered Sales Orders or Estimates affected by the bug that will need to be fixed.

To correct the problems created by this bug, complete these steps:

  1. Update QuickBooks to the R6 or later release
  2. Run the Verify utility
  3. Identify any incorrectly closed transactions
  4. Repair those transactions
  5. Rebuild
  6. Re-run the Verify utility

Step 1 – Update QuickBooks to the R6 or Later Release

See our article for more information on updating your QuickBooks release.

Step 2 – Run the Verify Data Utility

To run the Verify Data utility, click the File->Utilities->Verify Data menu selection.  See our article for more information on running the Verify Data utility.  You’ll need to identify and correct any incorrectly closed transactions if the Verify Data utility displays this warning:

Some Sales Orders or Estimates may be incorrectly marked as closed or display incorrect invoiced quantities.

This procedure is discussed in this Intuit knowledge base article.

Step 3 – Identify Any Incorrectly Closed Transactions

If the Verify Data utility indicates that transactions were incorrectly closed, proceed to identify the affected transactions.  Open the QBWin.log file in a text editor and search for Invalid Received/Invoiced Flag.  Make a list of the Doc# for each affected Sales Order or Estimate.  This procedure is discussed in this Intuit knowledge base article.

Step 4 – Repair the Affected Transactions

Using the list prepared in Step 3, find the first affected Sales Order or Estimate.  To find a Sales Order, open the Create Sales Order window by clicking on the Customers->Create Sales Orders menu selection.  Then, click the Find button and enter the first S. O. No. to be repaired.

QuickBooks Premier 2009 Create Sales Order Find

The procedure to find an Estimate is similar to that for finding a Sales Order except it starts from by clicking on the Customers->Create Estimates menu selection.

On a new blank line after the last line on the Sales Order or Estimate, enter any text at least 3 characters in length in the Description field.  Save your changes by clicking the Save & New button and repeat these steps for each affected Sales Order or Estimate on the list prepared in Step 3.  When you’ve repaired the last Sales Order or Estimate, you can click the Save & Close button.  This procedure is discussed in this Intuit knowledge base article.

Step 5 – Run the Rebuild Data Utility

Run the Rebuild Data utility by clicking on the File->Utilities->Rebuild Data menu selection.  See our article on running the Rebuild Data utility for more information.

Step 6 – Re-run the Verify Data Utility

To confirm that these steps have corrected the problem, re-run the Verify Data utility as described in Step 2 above.  If the Verify Data procedure displays the warning discussed above, repeat Steps 3 through 6.  If no warning appears, proceed to run inventory and sales reports to confirm that inventory data is now correct.

Prior to the availability of the R6 release, Intuit posted a description of this problem on its Wiki.  See FAQ 14.

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How Do I Enable Sales Orders?

Chief Mechanic · September 11, 2010 ·

In QuickBooks Premier and Enterprise Solutions, in order to use Sales Orders, you first have to enable them in Preferences.

To do that, choose Preferences from the Edit menu.  Next, choose Sales & Customers from the Preferences menu and check Enable Sales Orders.  Once this preference is selected, you can configure how QuickBooks handles sales orders.  A screen shot from QuickBooks Premier 2009 appears below.

Note that QuickBooks Pro and QuickBooks Online Edition (both Basic and Plus) do not support sales orders or back orders. If you need support for sales orders, you’ll need to upgrade to QuickBooks Premier or Enterprise Solutions.  To review the features of QuickBooks products, see our related article on the feature differences between QuickBooks Pro and Premier or the product descriptions at our Buy QuickBooks page.

QuickBooks Premier 2009 Preferences Sales and Customers
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What Are the Feature Differences Between QuickBooks Pro and Premier?

Chief Mechanic · September 11, 2010 ·

While the basic data file format is the same for both QuickBooks Pro and Premier, there are a number of features included with Premier that are missing from the less-expensive Pro. The introduction of QuickBooks 2011 further changed the list of differences between Pro and Premier.

For new features introduced with the 2011 version, QuickBooks Pro does not:

  • allow more than 3 users in a multi-user configuration
  • track balance sheet by class
  • allow multiple company files from the same version to be open at the same time

QuickBooks Pro versions prior to 2011 allowed up to 5 users to access a company file in a multi-user configuration. This has been reduced to 3 users for 2011.

The Balance Sheet By Class report is available in QuickBooks Premier 2011 and Enterprise Solutions 11.0. The ability to open multiple company files from the same version is only available in the industry-specific QuickBooks Premier Accountant 2011 or QuickBooks Enterprise Solutions 11.0.

In general QuickBooks Pro does not:

  • record sales orders, which provides for product availability (backorder) tracking
  • support inventory assemblies
  • support unit of measure
  • support price levels by item
  • support billing rate levels
  • provide the ability to view unbilled time and expenses on 1 screen
  • support converting items on an estimate or sales order to a purchase order
  • provide a list of already recorded general journal entries while recording a new journal entry
  • identify general journal entries as adjusting
  • support creating a forecast
  • support creating a business plan
  • provide access to previous bank reconciliation reports
  • include industry-specific reports

All of these features are included in QuickBooks Premier.

Many of these features apply primarily to inventory-based businesses, organizations that want to easily track purchases with Customers:Jobs, or easily track time and reimbursable expenses with Customers:Jobs. For example, the screenshot below of QuickBooks Pro 2012 illustrates that QuickBooks Pro does not have the ability to set the Create invoices from a list of time and expenses preference, which is the first step in setting up easy invoicing for time and reimbursable expenses.

QuickBooks Pro 2012 Time & Expenses Preferences

However, several important general accounting features are missing from Pro and may make the extra cost of Premier a worthwhile investment. One of these features is a list of already recorded general journal entries, shown below.

QuickBooks Enterprise Solutions 10 Make General Journal Entry

Another feature is the ability to view previous reconciliation reports.  For the sample company file below, no reconciliations have been completed.  But if they had been completed, each prior reconciliation (such as a monthly bank reconciliation) would be available.  In Pro, only the most recent reconciliation report is available.

QuickBooks Enterprise Solutions 10 Previous Bank Reconciliation
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How Do I Receive a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To receive a special order item into inventory that has been ordered by a customer (i. e., on a sales order in POS), start by clicking the Receive Items button or visiting the menu selection Purchasing->New Receiving Voucher. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

There are many ways to start the receiving process. In this example, we’ll begin by searching for or entering the purchase order (PO) number. That’s the number on which we ordered the goods being received. Once POS locates the PO, we have a choice of receiving All Items or Selected Items.

QuickBooks POS 8 New Receiving Voucher Sales Order

We’ll click Selected Items to enter the items and quantities received. If there were multiple items or partial deliveries from vendors, the Select Items to Receive window provides an ability to record exactly what was received. Since we only had 1 item on our order, and the quantity ordered was only 1, we’ll click Select All to speed up receiving the special order item into inventory.

QuickBooks POS 8 New Receiving Voucher Sales Order 2

Because this item was a special order for a specific customer, POS displays that customer and provides the ability to view the customer order by clicking the Show Cust Order button. This helps to insure that the goods received match what the customer ordered and to contact the customer to arrange for delivery or pickup.

QuickBooks POS 8 New Receiving Voucher Sales Order 3

Because the cost of this item ($50) is different from what we recorded when we added the special order item, POS provides an opportunity to update item prices before saving this voucher. This is a valuable tool to insure that costs and prices have a rational relationship.

QuickBooks POS 8 Different Cost Message

Click Save Only or Save & Print to complete receiving this shipment into inventory. All that remains of the process of taking and fulfilling a customer order for a special order item is to deliver the goods to the customer and record the shipment.

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