When you notice that numbers in the books have mysteriously changed, it is likely not a glitch, but a manual entry that was rewritten. Many basic accounting software programs, QuickBooks included, allow any user to login and edit data as needed, without any restrictions or an audit trail. Unless you keep a close eye on your data, these seemingly little changes can create a larger problem – inaccurate numbers and skewed data. Making decisions based on inaccurate data can lead you in the wrong direction and introduce a whole new level of risk.
When changes are made in QuickBooks, do you know who made those changes, when they were made, or even why they made that change? If the answer is ‘no’ you may be putting your business at risk. You won’t always be there, but not knowing who is making decisions on your behalf or having the ability to authorize the appropriate decision makers within your organization makes it difficult to have the proper control to protect your business. In addition, not having insight into certain decisions makes it difficult, if not impossible, to verify the reasons for the changes or the integrity of the resulting data. You know you’ve outgrown QuickBooks when you can’t trust your data or provide a complete financial audit trail.
Protecting your data and putting the right controls in place is possible, and easy, with a business solution from Microsoft. You can restrict access to confidential or sensitive portions of your data, such as proprietary data or customer credit card information, to directors and managers. You can also provide each of your users with access to the software features that pertain to their immediate job tasks and restrict access to the remainder of your data and functions. Electronic audit features within Microsoft Dynamics GP will track data changes, as well as control them. With the introduction of forms requiring approvals for certain types of data changes or by creating alerts to notify managers and directors with each occurrence, records maintain their integrity. Record for all data changes can be maintained to protect data integrity, ensure compliance, and reduce the chance for human error.
What’s more, the security features of Microsoft technologies are fantastic. It can easily set the proper controls so that only authorized persons can change certain records and confidential patron or donor information, such as credit card numbers, is safe from unwarranted viewing.
Take control and protect your data with Microsoft business solutions. Contact Accountnet and learn more about our cloud or on-premises solutions for your company. Accountnet is a Microsoft Gold Enterprise Resource Planning Partner and can help you with implementation of cloud-based Microsoft Dynamics GP, plus ongoing training and support as your business grows and your needs change.
Written by Accountnet, Inc.