How To Set Up Users In Quickbooks

If you plan to accept multiple employees using QuickBooks, you tin can limit their access to specific areas.

Controlling access to your QuickBooks company file is easy when yous're a one-person accounting department. You simply use 1 password to protect your data.

But when yous add new employees to the mix, exercise you want them to accept access to absolutely everything in QuickBooks? Probably non. You lot have confidence in your employees or you wouldn't have hired them. Just this isn't solely a matter of trust. It's only good business exercise to restrict individuals to specific areas and responsibilities, no matter what the application.

That's why QuickBooks has built-in tools to aid you limit activity. Here'due south how information technology works.

Identifying Users

To go started, open the Company menu and scroll down the list to highlight Gear up Upward User Names and Passwords. On the slide-out menu, select Prepare Users. The User Listing window will open, and y'all should meet your own entry as Admin. Click Add User.

To requite an employee access to QuickBooks, enter a User Proper noun for him or her here, and then a countersign.

The Set upward user password and access window volition open. Fill in those fields and cheque the box in front end of Add this user to my QuickBooks license. This will not be an option if you already accept five users, since that'due south the maximum number allowed by QuickBooks Pro and Premier. To buy more than, open the Help menu and select Manage My License, then Buy Additional User License.

Tip: If you're not sure how many user licenses you've purchased, hit your F2 key and wait in the upper left corner. If y'all've maxed out and demand more than licenses, talk to us about upgrading to QuickBooks Enterprise Solutions.

Click Next. In the window that opens, you'll define the access level for your new user. Your options here are:

• All areas of QuickBooks,
• Selected areas of QuickBooks, or,
• External accountant (you can grant usa admission to all areas of the software except for those that contain sensitive customer data, similar credit carte numbers).

Click the button in front end of the 2nd option, then Next.

You can specify the access rights for private employees in numerous areas.

The image above shows the first screen of ten that display the levels of access available in many individual areas of QuickBooks. Exist sure to read the whole page carefully earlier assigning rights. Here, for example, yous're not simply allowing the employee to enter sales and A/R transactions. You're as well deciding whether to grant him or her permission to view the Client Center and A/R reports. As you tin run into, your options are No Access, Full Access, and Selective Access (three levels there). Bank check the box below this list if you want the employee to be able to View consummate customer credit card numbers.

When you're finished in that location, click Next to specify your like preferences for Purchases and Accounts Receivable, Checking and Credit Cards, Inventory, Time Tracking, and Payroll and Employees. The next two screens incorporate more than complex concepts, but you'll follow the aforementioned process to express your wishes. They are:

• Sensitive Accounting Activities, similar funds transfers, general journal entries, and online banking tasks
• Sensitive Fiscal Reporting, which allows access to all QuickBooks reports. The pick y'all cull here overrides all other reporting restrictions that you've specified for the employee.

Finally, you'll tell QuickBooks whether this person can change or delete transactions in designated areas, and whether he or she can do and so to transactions that were recorded earlier the closing date (if this applies). The last screen displays a summary of the access and activity rights you've given the employee. Check them carefully, and if they're correct, click End.

Housekeeping Options

The User List window

QuickBooks then takes you lot back to the User List window, where you'll meet the employee'south name displayed. If you desire to Add, Edit, Delete, or View a user, make sure the correct proper noun is highlighted and click the push button for the desired action.

If you're just at present looking to add your first employee to QuickBooks or if you're starting to outgrow the five-user limit, give us a telephone call. There are more issues to consider when yous take on multi-user access. We'd exist happy to discuss them with yous.

Source: https://www.beachcitiesaccounting.com/setting-up-users-in-quickbooks/

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