Quickbooks Question
 

My sister uses quickbooks where she works, and she suspects that someone is changing data in attempt to sabotage her work.

From what my sister told me, multiple people have access to the file, but she has no way of knowing who is purposely changing work that she has done :shakehead: and even if she suspects someone, she doesn't have any proof to support her suspicion.

I'm not very familiar with quickbooks, but I was wondering if there was a way to know who last altered file, or is there something similar to excel, where you can track changes made since you last opened a file?

I'm not familiar with quick books either, however, there may be other ways to track the access.

how are people accessing the file, is it hosted on a network that users sign into via there personal user name and password? or is it communal computer with one user name and password shared by everyone.

Back when I used QB in a shared environment, it the "books" file itself was kept on a fileserver, and multiple people could open the file at once. The first person to open the file had to be in "shared" mode, which, I presume, turned on transactional and locking functions in the database system.

I don't remember there being any way to know who did what in it. Things like invoices and estimates had a "rep" field that got set by the user who created them, but that's as close as it came. That was several years ago, though, recording functions might have improved. Although it seems like most of Intuit's attention is on more and better ways to hook users into upsale and subscription purchase opportunities...

I checked Intuit's support pages and they have something called Audit Trail. If this feature is turned on, the Admin can check who entered/deleted an entry, and when it was modified/deleted.

She probably won't be able to run Audit trail herself, but if she really feels like she didn't make the mistake, maybe she can ask someone with Admin priviledges to run it.

Is it possible for her to make a copy after every session without violating policy? This is getting into dangerous territory, but if worse comes to worst...

One simple way to confirm whether changes are being made is to make a QB backup before closing, then check for any balance changes in the Balance Sheet and Income and Expense the next time she opens QB. That will confirm someone is altering the posts and should indicate what time period it occurred.

Of greater concern is that others appear to be able to access QB at will. User identities, passwords and access levels must be brought under control asap.

PM me for some additional audit trail ideas.

Sounds like she should ask the sysop to install a keylogger. (That sounds like I know what I'm talking about, but I really don't.)

I'd strongly suggest keeping duplicates of all her work. Back them up to a thumb drive and turn that over to upper management when the time comes. As someone who is upper management, I know I'd appreciate knowing myself instead of having someone become a vigilante. I'd promote someone who made duplicates and reported to me.

Things are really tense, now, the latest incident is that the supervisor, sent an email to everyone in her department about the mistake which was made. My sister was furious, and heard that her supervisor's boss, was not pleased either, and probably told her to apologize for the incident. Which she did by email.

When my sister found a mistake with the supervisor's work, which apparently she does a lot, she brought the mistake to her supervisor's attention, and asked her if she should send out an email?

After this incident, my sister was offered her supervisor's job, once her supervisor leaves.