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10 Select the Inventory tab.
Three primary program areas display: Maintenance, Tasks, and Reports.
11 Double-click the triangle to the left of Maintenance. The Program Area list
expands.
Three secondary program areas appear: Inventory Items, Inventory
Item/Beginning Balances, and Multiple Item Prices.




12 Select Read from the Control drop-down list for the Inventory Items
program area.
This control level will allow users to open the Maintain Inventory Items
window and display records. However, they cannot add, edit, or delete
inventory items.
13 Select No Access for the Inventory Item/Beginning Balances program
area.
The user will not be able to display or maintain inventory item
beginning balances.
14 Select No Access for the Multiple Item Prices program area.

The user will not be able to change or recalculate sales prices for a group
of inventory items.
15 Select Save to record the access rights.

16 Press q to close the Maintain Users window.
A message notifies you that any changes you made, including changes to
your personal user record, will take effect the next time you open the
company.




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Lesson IX”Company Administration
Audit Trail


Logging on to a Peachtree Accounting Company
1 From the File menu, select Open Company. Select OK to close the current
company. The Open Company window appears.

2 Select Bellwether Garden Supply, and then select OK. A Security Check
window appears.

3 Enter admin as the User ID and peach as the Password. Click OK to verify
your access information and open the company.
User IDs and passwords are case sensitive. If you have trouble logging
on, check your Caps Lock key.

Demonstrating Limited User Access
Previously we set up no access to payroll areas of Peachtree Accounting and
limited access to inventory.
1 From the Maintain menu, select Employees/Sales Reps.
Notice that the menu option is not available. The same would hold true
for Payroll Entry and other payroll tasks and reports.
2 From the Maintain menu, select Inventory Items. Peachtree displays the
Maintain Inventory Items window.

3 Enter or select any existing item record to display its information.

4 Select the Save button .
A warning message indicates that you do not have rights to edit records
in this area. Also, notice that you do not have access to the Beginning
Balances button.
Select OK on the warning message. Then, press q to close the window.
5


Audit Trail
There are several methods in Peachtree Accounting that you can use 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 when an action is
performed in your company data, you can activate Peachtree Accounting™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 that might otherwise have been missed.




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Activating Audit Trail
Before Peachtree can log data activity, you must select the Use Audit Trail
option in the Maintain Company Information window.
1 From the Maintain menu, select Company Information. The Maintain
Company Information window appears.

2 Select the Use Audit Trail check box and click OK.




After you select this option, Peachtree will begin logging data activity for
the current company.

Demonstrating Audit Trail Activity
To observe audit trail activity, follow the steps below:
1 From the Maintain menu, select Customers/Prospects. Enter or select any
existing customer record. Change the customer™s phone number. Then
select Save and close the window.

2 From the Tasks menu, select Payments. Enter or select any vendor and make
a payment. Then select Post and close the window.
If you selected a vendor with an outstanding purchase, select the Pay
check box.

Displaying the Audit Trail Report
The Audit Trail report can list important information about each activity
performed while operating in the Peachtree Accounting company. The Audit
Trail report can trace fraudulent activity and other accounting adjustments.
1 From the Reports menu, select Company. The Select a Report window
appears.

2 With Audit Trail Report highlighted, click the Screen button.
The Audit Trail Report window appears with the Filter tab selected.




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Lesson IX”Company Administration
Audit Trail


3 In the Date field (right above the Filter Range), click the drop-down list and
select Range. In the From field, enter today™s date (the actual date you™re
doing this lesson). In the To field enter March 15, 2003. Then select OK to
display the report onscreen.
Audit trail activity is recorded based on your computer™s system clock.
Therefore, all the activity we just completed will be stamped with today™s
date and time even though Peachtree™s system date for our sample
company is March 15, 2003.




Three items display in the report:
• The action of activating audit trail in the Maintain Company
Information window
• The action of changing a customer™s record
• The action of adding a payment
Notice that the user ID “admin” is associated with each audit trail
activity. 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
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 customer record.
The Audit Trail report will show that USER2 was the last person who
maintained the customer record, and it will display what was changed.
This establishes user accountability.
Press q twice to close the Audit Trail Report window and the Select a
4
Report window.




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Removing User/Password Protection
For tutorial purposes, we need to remove user/password security from the
sample company so that anyone can easily open the sample data. To avoid
entering a user ID and password when opening the sample data (or any
company that has security set up), you must delete all user records.


Only individuals who have access to the Maintain Users window can delete
user records and disable data security. If you followed along in this lesson, you
are currently logged in our sample company as “admin,” with access to the
Note
Maintain Users window.
1 From the Maintain menu, select Users. The Maintain Users window
appears.

2 Enter or select the “admin” user ID.

3 Select the Delete button to remove the user record. Select Yes to confirm
deletion.
A warning message appears notifying you that security has been
removed from this company and will take effect after closing the
company.
4 Select OK to the warning message to continue.

5 Close the Maintain Users window.
You will receive another warning message. Select OK to continue.
6 Close the company or exit Peachtree Accounting.

7 The next time you open the sample company, Bellwether Garden Supply,
you will not be prompted to enter a user ID and password.




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Lesson IX”Company Administration
Review of Lesson IX


Review of Lesson IX
Let™s review some of the things we learned in this lesson:
• Memorized transactions can save time in repetitive data entry tasks.
You can set up and use memorized transactions for quotes, sales
invoices, purchase orders, payments, and General Journal entries.
• You can do the following with memorized transactions:
• enter a new memorized transaction from scratch
• save an existing task transaction as a memorized transaction
• select an existing memorized transaction and apply it to a new
task transaction
• You can set up data security by allowing individual access to your
company data. 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. You can set up user rights (control
levels) to various program areas of Peachtree Accounting.
• If you want to track when an action is performed in your company
data, you can activate Peachtree Accounting™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 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 in with the
data that is being entered or maintained, thus providing a more
complete audit trail.
• If you delete all user records, the Security Check (log in) window will
no longer display when you open the company. It will also remove
user accountability if the Use Audit Trail option is selected in
Maintain Company Information.
You can now proceed to Lesson X”Time & Billing.




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Lesson X”Time & Billing
This lesson shows you how to implement and use Peachtree Accounting™s

Tu Time & Billing system.

You will learn how to:
• Enter a daily time ticket
• Use a weekly time sheet
• Enter billable and non-billable expense tickets
• Enter a reimbursable expense for a job
• Apply time tickets to an employee™s paycheck

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