UNIT 10.

COMPANY ADMINISTRATION

Contents
10.0 Aims and Objectives
10.1 Introduction
10.2 Peachtree Security
10.2.1 Setting Up Company Users and Passwords
10.2.2 Controlled User Access Levels and Changing a User's Password and
Access Rights
10.2.3 Copy User Information to a New User and Removing User and Password
Security
10.3 Using Audit Trail
10.3.1 Tracking of Audit Trail
10.3.2 Activating and Printing Peachtree's Audit Trail
10.4 Summary
10.5 Glossary

10.0 AIMS AND OBJECTIVES

After effective completion of this unit, you should be able to:

 Identify basic Peachtree company security systems;
 Explain the techniques of setting user id and passwords;
 Describe basic procedures of limiting access and control of various users; and
 Enumerate the function of audit trail and the items tracked by audit trail.

10.1 INTRODUCTION

An accurate, timely and friendly information processing system is nothing without

control. Peachtree accounting that you have been discussing until now throughout this
course is a very friendly, efficient and less costly method of maintaining accounting

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information. In addition to these efficiencies it is also accompanied with various
controlling and administration features. These techniques of how to maintain appropriate
c control so as to take a corrective action is discussed in this chapter under the title of
company administration.

Controlling is achieved primarily by limiting access of users by assigning user ID and

passwords and restricting the area of access of each user. By this ever individual who is
not authorized to view and update any data in Peachtree will be resrict4ed from doing so.
In addition to absolute restriction, every individual with their respective assigned user ID
and password will have their own area of operation, so that accounting ability will be
maintained. These topics are discussed in the first section of this unit. Accountability is
also maintained by activating an audit trail which enables the company to check the
identity, timing and nature of each transaction updated. Audit trail related topics are
discussed in the second section of this unit.

10.2 PEACHTREE SECURITY

In company administration using Peachtree the first task will be setting appropriate
security system using the already existing facilities of the software. The basic controlling
principles in auditing will also be taken in to consideration in setting an appropriate
security measures in Peachtree. In this section we will see security systems raging from
setting authorized company users with their respective passwords in order to attain
separation of duties.

10.2.1 SETTING UP COMPANY USERS AND PASSWORDS

After completion of this unit you should be able to:

 Explain the reason for assigning company users and passwords;
 Identify the areas for which users access can be implemented; and
 Describe the procedures in setting users and passwords.

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Dear learner! Imagine of a system where all users, starting from the security guard and
the cleaner to the company president having an access to all data and information of an
organization. Do you think that this kind of system will help the company to achieve its
objective by providing quality information? I am sure that your answer will be No.
Therefore, how can we maintain quality of the information to be retrieved from Peachtree
by restricting access of un-authorized users? In this section we will try to answer these
questions by looking in to the different procedures of company administration.

How can we maintain quality of the information to be retrieved from Peachtree by

restricting access of un-authorized users?

Peachtree Accounting allows custom access for different users. You can set up user
profiles (records) for each person who will be using Peachtree Accounting. Each user
record is set up with a user ID and password that will be required before opening and
working with company data. Setting up users also enhances security and personal
accountability when the Use Audit Trail option is activated.

You can set up user rights (control levels) to various program areas of Peachtree
Accounting. You can allow users access to a complete program module (for example, all
System areas) or limit access to a particular system function (for example, financial
statements). In Peachtree Complete, you can also limit access to a particular window (for
example, Sales/Invoicing).

In order to implement data security and password protection, you must set up user
records. When user IDs and passwords are set up, Peachtree prompts you for a user ID
and password when you open a company. If you know the password, you can access the
areas of the program to which you have rights.

From the Maintain menu, select Users. Peachtree displays the Maintain Users window.

The first time you access the Maintain Users window, Peachtree displays a security
message that introduces you to user records and passwords. Select OK to display the
Maintain Users window.

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Note: If you do not have access to the Users option in the Maintain menu, then your user
profile does not have privileges to set up or maintain user records/passwords in this
company. Check with your system administrator, or open the company using a user ID
and password that has this privilege.

If you choose to set up user access to your Peachtree Company, you must set up at least
one user with access to the Maintain Users window. Typically, this user is considered a
system administrator who has the access rights to set up and maintain company users and
their passwords.

Maintaining user ID and

password for a given company
data enhances security and
personal accountability by

restricting access for other

individuals. This can be made
from ‘maintain’ menu trough
selecting ‘Users’

Figure 10.1 Maintaining User ID

Setting up the First User Record (System Administrator)

In order to use user/password security in Peachtree, you must first set up a user record
with the Access to 'Maintain Users' option selected. Typically your first user should be
an administrative user with full rights to each area of Peachtree and the ability to set up
and maintain user records and passwords. Because of this Peachtree initially disables the
Access to 'Maintain Users' and Inactive options.

1. Enter a user ID (for example, Admin) and its corresponding password.

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 2. Select the control level for each program area for this user. Depending on the
program area selected, choose No Access, Read, Add, Edit, or Full control rights.

Tip: To quickly establish an administrative user, select the Full Access control
level for each program area listed in the Summary tab.

3. When finished setting up the user record, select Save.

For the first user ID, this box is

checked by itself to indicate
that the user is an
administrative user;

Once user ID and password is

maintained for company data,
these two items need to be
entered to open this company
subsequently.

Figure 10.2

To enter additional user records

1. Select the New button.

2. Enter a user ID and its corresponding password.

Note: Passwords are case sensitive and must be unique. Two or more users
cannot have the same password.

3. If this user will be allowed to establish data security and modify user records,
select the Access to 'Maintain Users' check box.

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 Note: Peachtree strongly recommends that you have only one
(administrative) user with access to the Maintain Users window. This will
prevent multiple users from accessing other user passwords, changing user
records, or inadvertently erasing user records.

4. If you do not want this user to gain access to company data, for instance until an
employee completes his/her probation period, at this time, select the Inactive
check box.

Select the control level for each program area for this user. Depending on the program
area selected, choose No Access, Read, Add, Edit, or Full control rights.
Log On to a Peachtree Company
If you have company users and passwords set up, you will be required to enter security
check information (a user ID and password) prior to opening your Peachtree Company.
Open the Peachtree Company from either the Startup screen or the Open Company
window. If company users have been set up, the Security Check
Window appears.

Entering user ID and password, and then select OK

When you enter the ID, the last user ID used appears for you.

If you have company users and passwords set up, you will be required to enter security
check information (a user ID and password) prior to opening your Peachtree company.

1. Open the Peachtree Company from either the Startup screen or the Open
Company window.

If company users have been set up, Peachtree displays the Security Check
window.

2. Enter the user ID .

3. Enter the user's password . Then, select OK.

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 When you enter the password, Peachtree displays it as asterisks (*****) for
security reasons. Remember that user IDs and passwords are case sensitive .

Peachtree opens the company and allows you access to the areas which you have
rights.

Check Your Progress I

1. What are some of the tasks of the system administrator?
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2. What are some of the benefits of assigning user ID and passwords?
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3. Describe in brief about the procedures of assigning user ID and passwords?
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4. Explain the procedures involved in logging on to Peachtree Company?
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10.2.2 CONTROLLED USER ACCESS LEVELS AND CHANGING A USER'S

PASSWORD AND ACCESS RIGHTS

After completion of this section you should be able to;

 Describe the various user access levels;
 List ranges of access tabs involved in Peachtree company; and
 Explain the need and procedures for changing access level of users.

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Dear learner! Those who are assigned user ID and passwords to access the company
information will not have a full access for all information. Since the financial activity of
the company is separated among individuals, each individual should be granted to access
only hi/ her area of operation. This is performed by creating different access levels.

You can set up user rights (control levels) to various program areas of Peachtree. You can
choose to allow users access to a complete program module (for example, all System
areas) or limit access to a specific system function (for example, Reports). In Peachtree
you can also limit access to a specific window (for example, Sales/Invoicing).

Program Areas

This can be a module of Peachtree (for example, System) or system function (for
example, Change System Date). To expand the list of program areas in the grid, select the
triangle to the left of the program area.
Control Levels
The control level defines the rights the user will have to the selected program area. You
can establish the following control levels in Peachtree:
 No Access: The user cannot open any Peachtree windows within the program
area. Menu options related to the program area or window will be disabled. For
example, the store manager should not have any access to any payroll related
information, so that we can assign his/her ID and password on payroll as no
access.
 Read Only: The user can display the program area or specified Peachtree window
and view existing data, but cannot enter a new record or change existing data. The
sales department can have the right to read on the level of inventory but will t
have any access for editing or updating the cost of these inventories.
 Add: The user can display the program area or specified Peachtree window and
add new records or transactions.
 Edit: The user can display the program area or specified Peachtree window, add
new records or transactions, and maintain (edit) existing data.

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  Full: The user can display the program area or specified Peachtree window, add
new records or transactions, maintain (edit) existing data, and delete data. Full
access also allows the ability to perform specified system functions.
 Detailed Selection: If you select to change a specific (secondary) program area
control level, the primary program area is automatically assigned “Detailed
Selection.” This means that there are different control levels for each segment of
the program area selected. If you change the control level for a primary program
area, all the secondary program areas associated will also be assigned that control
level.

To quickly establish a single control level for a primary program area, select a control
level in the Summary tab. For example, to assign rights to all accounts receivable areas of
Peachtree, select the Summary tab, and then select Full access control level in the Sales
program area.

Access Tabs
Summary: Allows you to set the same limited access and control levels for all major
program areas of Peachtree including System, Sales, Purchases, General Ledger, Payroll,
and Inventory.
System: Allows you to set up access and control levels for miscellaneous areas of
Peachtree.
The following tabs are available only in Peachtree Complete and Peachtree Premium.
Sales: Allows you to set up access and control levels for all accounts receivable
areas of Peachtree including Customers, Sales/Invoicing, Receipts, Quotes, Sales
Orders, or Accounts Receivable reports.
Purchases: Allows you to set up access and control levels for all accounts
payable areas of Peachtree including Vendors, Purchases, Payments, Purchase
Orders, Select for Payment, or Accounts Payable reports.
General Ledger: Allows you to set up access and control levels for all General
Ledger areas of Peachtree including Chart of Accounts, General Journal Entry,
Account Reconciliation, General Ledger reports, and Financial Statements.

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 Payroll: Allows you to set up access and control levels for all payroll areas of
Peachtree including Employees, Payroll Tax Tables, Payroll Entry, Select for
Payroll Entry and Payroll reports.
Inventory: Allows you to set up access and control levels for all inventory areas
of Peachtree including Inventory Items, Inventory Adjustments, Build/Unbuild
Assemblies, or Inventory reports.

Which program area or activity of the

Peachtree accounting system you
would like to set-up control limit into?
Choose the proper folder to set-up the
access limit.

Drop-down this box in order to

select the access limit of the user
in relation to each program area:
full access, partial access, or no
access.

Figure 10.3

Change a User's Password and Access Rights

In the practical business world, employees rotate from one department to another one are
to another within the same department. In such circumstances, the previously assigned
access level may not be sufficient enough to perform the new area of activity. To solve
this problem changing, increasing or decreasing, of access level might be required.

You can create similar user records including program area control levels from a user ID
that you have already set up using the following method:

1. From the Maintain menu, select Users. Peachtree displays the Maintain Users
window.

In order to access this menu option, you must log in to the Peachtree company
with a user ID set up with the Access to 'Maintain Users' option.

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 2. Enter or select the user ID you want to maintain. To display a list of existing
user records, type ? in this field, or select the Lookup button.
3. Change the user password , if necessary.

Note: Passwords are case sensitive and must be unique. Two or more users
cannot have the same password.

4. Select the Access to 'Maintain Users' check box if this user will be allowed to
maintain or edit user records.
5. Select Inactive check box if you do not want this user to gain access to
company data.

6. Select the control level for each program area for this user. Depending on the
program area selected, choose No Access, Read, Add, Edit, or Full control rights.

7. When finished setting up this user record, select Save.

8. When finished setting up company user records, select Close.

Any changes you make will take effect the next time you open the company.

Check Your Progress II

1. List and describe, in brief, the five access levels.

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2. List at least five types of access tabs.
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3. Explain the need and procedures for changing the access level of users.

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10.2.3 COPY USER INFORMATION TO A NEW USER AND REMOVING

USER AND PASSWORD SECURITY

After completion of this section, you should be able to:

 Explain the need and techniques of copying user information; and
 Describe the need and procedures for removing user passwords.

Copy User Information to a New User

You can easily create users with similar program-area control levels from a user ID
that you have already set up. Use the following procedure to create new user records
with similar program area control levels from existing user IDs.

1. From the Maintain menu, select Users. Peachtree displays the Maintain Users
window.
2. Select the user record you want to copy. To display a list of existing user records,
type ? in this field, or select the Lookup button.

3. Highlight the user ID text and type over with a new user ID .

4. Change the new user's password .

Note: Passwords are case sensitive and must be unique. Two or more users
cannot have the same password.

5. Save the new user record.

You can now change information for the new user.

Removing User and Password Security

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If you delete all company user records, Peachtree will no longer display the Security
Check (log in) window where you must enter a user ID and password when you open the
company. It will also remove user accountability if the Use Audit Trail option is selected
in Maintain Company Information. Before removing user and password security, you
should log in to the Peachtree Company as an administrative user (meaning you must
have access to the Maintain Users window). From the Maintain menu, select Users. The
Maintain Users window appears.
Delete users Select each user from the lookup list and select the Delete button. It is
important that you first delete all non-administrative users (those who do not have access
to the Maintain Users window) first. Then, delete administrative users.

If multiple users still exist and you attempt to delete the only administrative user with
access to Maintain Users, Peachtree will prompt you with an error message. You cannot
delete the single administrative user until all other users are removed.
Once you delete the last user record, you will not be prompted for a user ID and password
when opening your Peachtree Company. Also, if you have the Use Audit Trail option
activated, no activity will be associated to any user ID.

Check Your Progress III

1. What is the procedure for copying similar user information?
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2. Why do we remove users’ information and the respective procedures?
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10.3 USING AUDIT TRAIL

After effective completion of this section you should be able to:

 Explain the purpose and benefit of audit trail;
 Enumerate the items tracked by the audit trail; and

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  Describe the procedures of activating and printing audit trail.

Dear learner! As you might have learned in your management course, accountability is
the core of maintaining proper flow of tasks in an organization. One way of maintaining
financial accountability is by activating the audit trail facility already existing in
Peachtree accounting.

Peachtree has several methods to track information. For example, a combination of the
General Ledger, journals, reports, and financial statements can be used to trace
transactions and balances for audit purposes. However, if you want to track the time
when an action is performed in your company data, you can activate Peachtree’s audit
trail. This is a security option that logs when a person enters data, maintains (edits)
existing data, and removes data.

Audit trail provides accountability of users, deters users from fraudulent activity or
mistakes, and tracks transaction history. The Audit Trail report can trace fraudulent
activity as well as accounting adjustments you may not know were completed.

Before Peachtree can log data activity, you must select the Use Audit Trail option in the
Maintain Company Information window. Once selected, Peachtree will begin logging
data activity for the current company.

If you intend to activate Peachtree's Audit Trail log, it is highly recommended that you
set up user records in the Maintain Users window. Peachtree can associate the user
currently logged into the Peachtree Company with the data that is being entered or
maintained, thus providing a more complete audit trail. For example, USER1 adds a
customer record. USER2 then logs on and modifies the record. The Audit Trail report
will show that USER2 was the last person to maintain the customer record, and it will
display what was changed. This establishes user accountability.

If you have activated audit trail and implemented password security, you should limit
access to the Maintain Company Information window to one or two users. This can
prevent other users from removing audit trail functionality to enter or maintain data in a
fraudulent manner.

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10.3.1 WHAT AUDIT TRAIL TRACKS

When the Use Audit Trail option is activated, the following items are recorded (when
applicable) with each activity performed while operating in the Peachtree company:
Date: System (computer) date of action
Time: System (computer) time of action
User ID: User ID (if available); otherwise, Not Available appears
Action: Add, Change, or Delete
Window Name (or System Function): Name of window where action occurred (for
example, Sales Orders); Name of system function implemented (for example, Unpost)
Transaction ID: For maintenance records, the ID associated with the record; for tasks,
the ID associated with the transaction after change
Transaction Reference: Reference number associated with the transaction after change
Amount: Amount of transaction after change

Each of the above items is recorded in the Audit Trail report. Below is a summarized list
of actions Peachtree's audit trail tracks.

Records and Transactions

Records include customers, vendors, employees, inventory items, and so on.
Transactions include quotes, sales orders, invoices, payments, general journal entries,
inventory adjustments, and so on.
• adding records or transactions (when Save is selected)
• editing records or transactions (when Save or is selected)
• deleting records or transactions (when Delete is selected)
• entering or maintaining record beginning balances (when OK or Save is
selected)

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 • voiding checks and paychecks
• making payments in Cash Manager and Payment Manager

Miscellaneous Actions
• reconciling accounts
• maintaining company information and options
• maintaining and loading company and global payroll tax tables
• importing data into the company
• poking transactions using Dynamic Data Exchange (DDE)

System Functions
• Posting and un-posting journals (Batch mode only)
• closing the fiscal year
• closing the payroll tax year
• backing up company data (using the Backup option from the File menu)

10.3.2 ACTIVATING AND PRINTING PEACHTREE'S AUDIT TRAIL

This procedure is possible only in Peachtree Complete Accounting and Peachtree

Premium Accounting.

Peachtree includes an audit trail security feature that can log when a person enters new
data, maintains (edits) existing data, and removes data. Audit trail provides accountability
of users, deters users against fraudulent activity or mistakes, and tracks transaction
history. The Audit Trail report can trace fraudulent activity and other accounting
adjustments you may not know were completed.

1. From the Maintain menu, select Company Information. Peachtree displays the
Maintain Company Information window.
2. Select the Use Audit Trail check box and click OK.

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 If you have not set up user records with password protection, Peachtree displays a
message suggesting that you do so to personalize audit trail activity.

If you intend to activate Peachtree's audit trail, it is highly recommended that you set up
user records in the Maintain Users window. Peachtree can associate the user currently
logged into the Peachtree Company with the data that is being entered or maintained, thus
providing a more complete audit trail.

Note: If a company has activated audit trail and implemented password security, you
should limit access to the Maintain Company Information window to one or two users.
This can prevent other users from inadvertently removing audit trail functionality to enter
or maintain company data in a fraudulent manner.

Printing the Audit Trail Report

The Audit Trail report can list important information about each activity performed while
operating in the Peachtree Company. Note that the Use Audit Trail option must be
activated in the Maintain Company Information window in order for information to
appear in the Audit Trail report.

Note: The Use Audit Trail option must be activated in the Maintain Company
Information window before information will appear in the Audit Trail report.

1. From the Reports menu, select Company. Peachtree displays the Select a
Report window.
2. Select the Audit Trail report, then select the Preview button (if you want to
display the report) or select the Print button (to print the report).

3. In the Filter window select a date range, then select OK. Peachtree prints or
displays the Audit Trail report on the screen.

Note: To personalize audit trail information, it is highly recommended that you set up
user records in the Maintain Users window. Peachtree can associate the user currently
logged into the Peachtree Company with the data that is being entered or maintained.

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Tip: To display or print the Audit Trail report by user ID, select User ID as the Report
Order option in the Filter tab.

Check Your Progress IV

1. What is the purpose and benefits of using an audit trail?

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2. Enumerate the items tracked by the audit trail.

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3. Describe the procedures of activating and printing audit trail.

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10.4 SUMMARY

Peachtree provides several options that can maintain data security and deter users from
possible fraudulent activities. These include:
 Company Users and Passwords
 Controlled User Access Levels
 Audit Trail

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  Account Reconciliation
 Back up and Restore
Company Users and Passwords. Peachtree can allow custom access for different
individuals. You can set up user profiles (records) for each person who will be using
Peachtree. Each user record is set up with a user ID and password that will be required
before opening and working with company data. Setting up users also enhances security
and personal accountability when the use Audit Trail option is activated.

Controlled User Access Levels. You can set up user rights (control levels) to various
program areas of Peachtree. You can choose to allow users access to a complete program
module (for example, all System areas) or limit access to a specific system function (for
example, Reports). In Peachtree Complete and Peachtree Premium, you can limit access
to a specific window (for example, Sales/Invoicing).

Audit Trail. Peachtree has several methods to track information. For example, the
General Ledger, journals, reports, and financial statements can be used to trace
transactions and balances for audit purposes. However, if you want to track when an
action is performed in your company data, you can activate Peachtree's audit trail. This is
a security option that logs when a person enters data, maintains (edits) existing data, and
removes data. Audit trail provides accountability of users, deters users from fraudulent
activity or mistakes, and tracks transaction history. The Audit Trail report can trace
fraudulent activity and other accounting adjustments you may not know were completed.

If you intend to have Peachtree maintain an audit trail log, it is strongly recommended
that you set up users in your company. When the Use Audit Trail option is activated and
user records are set up and implemented, data security will be increased substantially.
The Audit Trail report can associate user IDs with each data and system activity
performed as it occur, establishing personal accountability.

10.5 GLOSSARY

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Audit Trail .Historical records of financial data, usually compiled in reports that are used
to examine the data’s accuracy. In Peachtree Accounting, you can activate the audit trail
option to record all entries and changes related to your company data, including actions
by specific users.

Disabled. A menu command, button, object, or field that is visible, but unavailable. A
disabled control is usually dimmed or gray.

Drop-down List. Drop-down lists are lists of choices. You can recognize them because
they always appear next to the drop-down button.

User A person given access to Peachtree Accounting in order to enter data or generate
reports.

User Access The level of security access to Peachtree that a user has.

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