QuickBooks for Mac 2014 User’s Guide 268
• Automatically assign general journal entry number. Have QuickBooks assign the next number when you make
a new general journal entry. For example, if your last general journal entry was ABC11, with this preference
selected, the next general journal entry will be ABC12.
Note: You can change this entry number. Don’t confuse it with the transaction number, which you cannot
change. Both numbers appear in journal and audit reports.
• Use current date as default for new transactions. Have QuickBooks automatically enter today’s date for new
transactions. The default (unchecked) is for QuickBooks to enter the same date as for the previous transaction.
Users & Passwords preferences
You can set up user accounts with full or limited access to features in your company file. Say you have an
employee who does data entry work for you. You want this user to have access to basic bookkeeping features, but
not more advanced features like payroll. You can set up a data entry user account for that user.
Choose Company > Users and Passwords.
—OR—
1 Choose QuickBooks > Preferences.
2 On the Preferences pane, select Users & Passwords.
3 Set the preferences described below.
4 Close the Preferences pane.
You can set up user accounts with full or limited access to features in your company file. You must have user
accounts set up before you can use QuickBooks for Mac in multiuser mode.
Note: If you are the owner of the company file, make sure to create an administrative user for yourself before you
create other users.
Add, edit, or delete a user
• To add a user, click the +. Then the User Name and Password options for the user (see below).
• To edit the user, double-click the user name and make your changes.
• To delete a user, select the user name and click -.
User Name and Password options
If you're creating this user account for someone else, make sure you share the account information you enter with
him or her.
• User Name. The name the user will use to log in to the file.
• Password/Confirm Password. The password the user will use to log in to the file.
• Security Question and Answer. If you forget this user’s password, QuickBooks will ask you this question. When
you answer it correctly, QuickBooks logs you in. You can then reset the password by coming back to the User
Name and Password window.
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