About permissions and roles

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

Microsoft Office Accounting 2009 features a system of permissions and roles to ensure that sensitive financial data is not visible to people who do not need to view it and that only authorised users can perform specific business functions.

Permissions and Office Accounting 2009

To be given permissions to access a company database, a user must belong to a Microsoft Windows workgroup or domain and have permission to access the computer running Accounting 2009. For more information about managing users in Windows, see Windows Help.

The person who installs Accounting 2009 must be a member of the Windows Administrator group either in the domain or on the computer on which the program is installed.

*Roles and Accounting 2009

After a person has permissions to access the company database, the person can be assigned a role that determines the data that the person can see and the actions that he or she can perform.

Note: Members of the Windows Administrator group are not assigned a role and are not shown in the Manage Users dialog box. However, they have full access to Accounting 2009. To safeguard your company records, ensure that only appropriate users are listed in the Windows Administrator group on the computer or in the domain where Accounting 2009 is installed.

Accounting 2009 includes the roles described in the following table, but you can create additional custom roles to meet your business needs.

Role

Description

Owner

Has limited access to all product features.

An Owner cannot create a new company, install Accounting 2009, manage user roles, install add-in programs, create or import an accountant's backup copy, set up access for multiple users or use any of the Data Utilities commands on the File menu, unless he or she is an administrator on the computer running Accounting 2009.

Office Manager

Manages the day-to-day financial records of the company, including customer transactions, supplier transactions, banking transactions and payroll.

An Office Manager has full access to most areas of the product but cannot set up the company, manage user roles, install add-in programs, create or import an accountant's backup copy, set up access for multiple users, use any of the Data Utilities commands on the File menu, import data or open a closed financial year.

Accountant

Reviews, updates and manages the financial data of the company.

An Accountant has all of the permissions of the Office Manager and can open a closed financial year.

Salesperson

Handles customer transactions and most supplier transactions.

A Salesperson cannot carry out any banking, accounting (such as journal entries) or payroll transactions.

Read-only User

Views customer and supplier transaction information but cannot add, delete or update any information.

Frequent tasks

To learn more about common tasks related to permissions and roles, see the following topics.

Topic

Description

Manage users and roles

Give Windows users permissions to access the company database and assign roles.

* Manage multiple remote users

Allow Windows users to access the company database from remote computers.

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