What are the security features available on the QuickBooks Desktop

Best Practices for Securing Your QuickBooks Desktop Account?

QuickBooks Desktop is an accounting software launched in 1992 and it has since been one of the top choices for small businesses. 

Currently, QuickBooks Desktop offers four desktop editions which are; QuickBooks Desktop Pro, QuickBooks Desktop Premier, QuickBooks Desktop Enterprise and QuickBooks Desktop Accountant. These editions vary in the number of users, prices and available features.
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On the other hand, security features ensure that only authorized and authenticated devices and users gain access to applications and resources. Security features are built into operating systems of software, accounting software like QuickBooks desktop inclusive. 

Some Security Features on Quickbooks Desktop

1. Backup

​On the QuickBooks Desktop, data can be backed up manually by the user. Better still, the user can set up automatic data backup, allowing the system to handle all backups. Data backup is essential as it helps to prevent data loss. You should consider creating a backup copy of all company files before you either import data, uninstall the software, upgrade to another version or transfer the software to another computer. 

Data Backup on Quickbooks Desktop

• Locate the File menu and then select backup data.
• Determine the backup location, either default location (local hard drive) or alternative location (removable media or network drive).
• Once the location and file name is entered, click on backup and finally, finish.

Restoring a Backup

• Go to the File menu and select company operations.
• Click on restore from backup in the Start company window and then click Next.
• Choose the location you want to restore from (i.e., your backup location, either default location or alternative location).
• Once the backup file is found, click on next and then Close.

2. Audit Trail

​If multiple users can access your QuickBooks, then this feature is essential. Audit trail is a security feature that allows you to see whoever makes changes to data files. This way, nothing is done without the admin user's knowledge or the accountant. This feature keeps a record of all activities, including all changes made to specific financial transactions. The audit trail feature cannot be turned off by any user. So, every login detail and activity is documented for your review. 

Accessing Audit Trial on QuickBooks Desktop Enterprise

• On the top menu bar, locate reports and click on it.
• Select accounts & taxes and then, click on audit trail.
• To customize your report, check the report screen and click on customize report.
• Go to the filter tab and select any transaction type of your choice.
• Select invoice and then click Ok.
• Finally, you can filter the dates.

3. Closing Date Password

​At the end of every financial year, QuickBooks Desktop gives you the option to close your books. This way, users cannot make changes to previous books without the closing date and password. The password can only be removed or edited by the admin user. 

Setting a Closing Date and Password in QuickBooks Desktop for Windows

• Go to the company menu, select closing date.
• Then, choose set date/password.
• Fill out the closing date and the closing date password.
• Finally, click on Ok.

4. User Roles

​With QuickBooks desktop (desktop Enterprise), admin users can define and adjust user roles. You can either add/invite QuickBooks users to a specific role or manage the functions accessible by users who do not use QuickBooks but have an Intuit account.

Managing User Roles

The steps below are for adding users who regularly use QuickBooks to a specific role;

• On the company menu, go to users and select users and roles.
• Enter the admin password and then click Ok.
• A user list tab will appear; select New.
• Fill in a user name and password of your choice.
• Available roles will pop up, select the user's roles and click Add.
• Fill in the user's email address and click Ok.
• Click Ok again from the confirmation window.

5. Password Security

​QuickBooks desktop requires you to use complex passwords for data files that contain sensitive information like credit card numbers and National Insurance number. For more security, the password must be changed every 90 days by the admin user only.

Complex Password Requirement

• Complex passwords must have at least 8-16 characters.
• The password must have at least one upper case character, lower case and a special character.
• It should have at least one number from 0-9.
•  Spaces are not required.
• The password must not contain the username and vice versa.
• An ideal complex password may look like this; AbcDeeF012!_ (a total of 12 characters with at least one uppercase character, lower case character, number and a special character).