Should sales staff be able to access/modify sales orders directly in my Quickbooks file?

Question

I am the accounting manager for a small wholesale and internet retail business. Shouldn't the sales staff have their own method of tracking orders and commisions? I should provide them with detailed reports but not allow them to access my accounting (QBKS) file. What do you think?

Do you know of a good "add-on" that works with QBKS Premier 2006 that would be helpful to sales staff in maintaining sales orders & checking inventory?

Answer 1

The answer to this depends mostly on the level of comfort you have giving your sales staff access to sensitive accounting information. QuickBooks has a certain level of security where parts of the data file can be blocked based on permission levels. But, that won't prevent them from being able to see each others data since they will have the same level of permissions.
That said, QuickBooks also has an audit trail. With this report, you can tell who did what and when.
If you just prefer to verify sales before putting them into QuickBooks, there are lots of third party software titles with import functionality. Here's a link to search...
http://marketplace.intuit.com/AppSearch.asp?search=new&sTerm=sales+orders

Answer 2

The only reason for separation of duties is to eliminate fraud from collusion. Thus your question revolves around the possibility of fraud. This is the key question:

Does QB post sales orders immediately into the GL?

If not than there is an audit step and I see no reason to not let the staff enter in their sales orders. If they try and lie, you will catch it in the approval step. This is the same effect of them using a different system.

If the sales order module immediately posts, you can not let them enter it into the system. But, unless someone reviews their work for accuracy, there is no difference between them entering it or someone else. After all if nobody audits, they can still lie.

Answer 3

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Answer 4

ABSOLUTELY NOT!!!!
The sales staff should not have ANY access to accounting records.
Keep providing them with reports but NOT access.
Don't invite fraud.