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        <a class="WebWorks_Breadcrumb_Link" href="maintenance.22.1.htm#1087125">Managing user accounts and company files</a> &gt; Managing user accounts</div>
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      <blockquote>
        <div class="hs_SectionHeading"><a name="1087125">Managing user accounts</a></div>
        <div class="b_Body"><a name="1087126">If several people enter transactions into the same company file, </a>you can control which command centres, windows and transactions they can access with user accounts. </div>
        <div class="b_Body"><a name="1087127">The ability to limit users’ access can help to minimise fraud. For </a>example, you can prevent a person who places orders from suppliers from also being able to pay suppliers, minimising the likelihood of paying false bills. </div>
        <div class="hr_RunInHeading"><a name="1104617">Restrict access to employee information</a></div>
        <div class="b_Body"><a name="1104618">User IDs can be set </a>up to restrict access to employee banking and contact information stored in the card file and on reports. You can set broad restrictions, such as disallowing access to the employee card file, or you can set specific restrictions, such as viewing employee banking details.</div>
        <div class="hr_RunInHeading"><a name="1087129">User accounts</a></div>
        <div class="b_Body"><a name="1087130">A user can only open a company file by </a>completing the <span class="w_Widgets">Sign-on</span> window. The user must enter a user ID and password to gain access to the user account. Then, whenever a user enters a transaction, it is labelled with the user ID. This allows you to keep track of who entered particular transactions, which is useful when following up disputes with suppliers or customers, and for pinpointing fraudulent transactions.</div>
        <div class="hr_RunInHeading"><a name="1087133">Administrator account</a></div>
        <div class="b_Body"><a name="1087134">The Administrator account is a default </a>user account always present in all company files and cannot be deleted. This special user account is the only one with access to all command centres, functions and windows. </div>
        <div class="b_Body"><a name="1091951">The person logged on as Administrator is able to create, edit and </a>delete ordinary user accounts. For that reason, as soon as you create a company file, you should supply a password for the Administrator account; otherwise, any user can log in and enter, edit and delete transactions without leaving a trace. For information on how to set up a password for the Administrator account, see <span class="l_Link"><a href="companyfile.4.9.htm#1091797">Set a password for the Administrator user ID</a></span>.</div>
        <div class="b_Body" style="font-size: 9.0pt;"><a name="1087137">&nbsp;</a></div>
        <div class="hp_ProcedureHeading" onclick="WebWorks_ToggleDIV(WebWorksRootPath, &quot;wwdd1087160&quot;);">
          <span class="N_007eProcBullet"></span><a name="1087160">To create a user account</a><script type="text/javascript" language="JavaScript1.2">WebWorks_WriteArrow(WebWorksRootPath, "wwdd1087160", false);</script></div>
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                  <span class="N_007eStepNum">1	</span>
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                <div class="bs_BodyStep_inner"><a name="1087161">Start your MYOB software and click </a><span class="w_Widgets">Open a company file </span>in the<span class="Emphasis" style="font-style: italic; font-weight: bold;"> </span>welcome window that appears. The <span class="w_Widgets">Open</span> window appears.</div>
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                <div class="bs_BodyStep_inner"><a name="1087162">Navigate to and select the company file to be opened, and </a>click <span class="w_Widgets">Open</span>. The <span class="w_Widgets">Sign-on</span> window appears.</div>
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                <div class="bs_BodyStep_inner"><a name="1087163">Type </a><span class="vc_ComputerVoice">Administrator</span> in the <span class="w_Widgets">User ID</span> field, type the administrator’s password in the <span class="w_Widgets">Password</span> field, and click <span class="w_Widgets">OK</span>.</div>
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        <div class="bsc_BodyStepContinued"><a name="1104629">Note that if you have not set a password for the Administrator </a>account, leave this field blank.</div>
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                <div class="bs_BodyStep_inner"><a name="1087164">Go to the </a><span class="w_Widgets">Setup</span> menu and choose <span class="w_Widgets">Preferences</span>. </div>
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                <div class="bs_BodyStep_inner"><a name="1087165">In the </a><span class="w_Widgets">Preferences</span> window, click the <span class="w_Widgets">Security</span> tab and then click <span class="w_Widgets">User IDs</span>. The <span class="w_Widgets">User Access</span> window appears.</div>
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                <div class="bs_BodyStep_inner"><a name="1087166">Click </a><span class="w_Widgets">New</span> to open the <span class="w_Widgets">New User Details</span> window. </div>
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                <div class="bs_BodyStep_inner"><a name="1087167">Type the user’s name in the </a><span class="w_Widgets">User ID</span> field, then type the password in the <span class="w_Widgets">Password</span> and <span class="w_Widgets">Confirm Password</span> fields. </div>
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                  <span class="N_007eStepNum">8	</span>
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                <div class="bs_BodyStep_inner"><a name="1087175">If you want to copy the restrictions you’ve set up for another </a>user, type or select an existing user account in the <span class="w_Widgets">Copy </span><span class="w_Widgets">Restrictions</span> field. </div>
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                  <span class="N_007eStepNum">9	</span>
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                <div class="bs_BodyStep_inner"><a name="1087176">Click </a><span class="w_Widgets">OK</span>. The new user account appears in the<span class="w_Widgets"> User ID</span> column of the <span class="w_Widgets">User Access</span> window.</div>
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                <div class="bs_BodyStep_inner"><a name="1087178">Click the new user account in the </a><span class="w_Widgets">User ID</span> column, then click in the <span class="w_Widgets">Not Allowed</span> column next to those command centres or functions to be denied to the user. </div>
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                  <span class="N_007eStepNum">11	</span>
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                <div class="bs_BodyStep_inner"><a name="1087179">Click </a><span class="w_Widgets">OK</span>. </div>
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        <div class="href_ReferenceBlockHeading"><a name="1125477">Related Topics</a></div>
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                  <span style="color: Gray;">■</span>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="companyfile.4.4.htm#1087435" name="1125481">Activate the company file</a></span></div>
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                  <span style="color: Gray;">■</span>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="companyfile.4.8.htm#1098791" name="1125485">Set up preferences</a></span></div>
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                <div class="bbi_BulletedIndented_inner"><span class="l_Link"><a href="financialcontrol.20.15.htm#1093142" name="1125489">Auditing your records</a></span></div>
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